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27 Aug 2014

Administration Officer Job Vacancy

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.

Mercy Corps is looking for committed and dynamic individuals to take up the following position:

Location: Nairobi

Program / Department Summary: 
Mercy Corps has been operational in Kenya since 2007 and currently implements programs in Rift Valley, Central and Wajir districts with funding from USAID, Gates Foundation, ICDF
and private Horn of Africa drought response funds.

Mercy Corps Kenya has experienced significant growth in the past year and a half after securing several high profile awards from USAID.

Mercy Corps’ efforts are focused on supporting youth so they have a voice and opportunities for growth. We are also helping drought affected communities recover and be more resilient.

The operations department is committed to implementing and maintaining the highest standards of efficiency and integrity in daily administration, logistics, procurement, HR, asset management and IT for field offices Kenya.

The overriding objective for all Mercy Corps operations activities are the prompt and effective provision of on-time solutions Mercy Corps’ beneficiary populations in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.

General Position Summary:
The Admin Officer will oversee admin support functions for the Mercy Corps Nairobi office
This will include Nairobi office and expatriate house administration, coordination travel/accommodation arrangements for staff, making arrangements to all Nairobi based training, workshops, meeting and general day to day administration in terms of compound and equipment maintenance and repairs.

Essential Job Functions:
Overall responsible for administration in Nairobi with compliance with Office in a Box and in-country policies

General

  • Direct Supervision of Administrative Assistant for international travel, domestics travel and hotel bookings; and the office cleaner for office cleanliness.
  • Oversee performance development plans for all staff under his/her supervision.
  • Act as the in-charge of administration in all Nairobi including routine, staff meetings, and sometime representation at local government offices as advised by management.
  • Monitor and control Nairobi administrative/office expenses and budget
  • Collate office-specific updates for routine

Administration:

  • Ensure full compliance with all relevant Mercy Corps and donor guidelines; keep up to date with changing policies and guidelines.
  • Ensures Mercy Corps Office and compound are well maintained and suitable for working and living.
  • Identify and ensure the provision of necessary training and guidance to administrative national staff
  • Oversee record filling and file management for administration
  • Coordinate with Mercy Corps managers regarding the relations with local authorities; liaise with government offices, UN agencies, NGOs, as required
  • Coordination of visa & work permits for expatriate staff and visitors
  • Coordinating lease agreements, timely payments of leases and utilities for properties.
  • Allocation of MC owned mobile phones and data modems including on time bill settlements and collection of reimbursements from staff for personal usage
  • Coordinating stationary and office supplies
  • General office maintenance including safety & security
  • Making arrangements for meetings & workshops in coordination with organizers.
  • Administration and track lease, preferred supplier agreements and other service contracts in administration
  • Maintain general inventory for Nairobi office and expatriate houses
  • Act as focal point for MC Kenya legal counselors and maintain legal registry
  • Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Kenya law and Mercy Corps/donor policies

Travel / Accommodation (in coordination with Admin Assistant)

  • Accommodation arrangements for national staff and international visitors
  • Oversee international and domestic flight reservation in coordination with Admin Assistant (this require the compliance of US Flags Carriers)
  • Performance monitoring of preferred hotels and travel agents in Nairobi
  • Monitoring of hotel and travel agent payments
  • Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility: Administrative Assistant and office cleaner in Nairobi, Country Office

Reports Directly To: Operations Manager

Works Directly With: Country Director, Regional Program Director, Finance Director, Deputy Country Director and Nairobi logistics team.

Knowledge and Experience:

  • BA/BS degree in a relevant field
  • Minimum of 3-5 years field experience in administrative or operational support functions, including procurement, logistics and human resources management, with a humanitarian non-governmental organization, including two years in a field emergency/relief setting
  • Experience in setting up and managing administration and logistics management systems
  • Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies
  • Excellent negotiation, representation skills and the ability to work comfortably with an ethnically diverse staff
  • Demonstrated attention to detail, ability to follow procedures and meet deadlines
  • Demonstrated ability to live, work and solve problems independently and effectively in extremely remote locations
  • Demonstrated ability to effectively manage multiple teams in different locations in a high pressure environment
  • Strong computer skills in Microsoft Office applications required
  • Excellent verbal and written English communication skills required; good knowledge of Swahili and other local languages desirable

Success Factors:

  • Flexibility and creativity in planning and problem solving
  • Ability to take initiative, learn quickly and be accountable for results
  • Ability to understand the larger picture while remaining focused on the details
  • Awareness of and sensitivity to multi-cultural international development work
  • Even temperament and a good sense of humor
  • Security awareness

How to Apply
Interested candidates who meet the above required qualifications and experience should submit on or before August 29, 2014 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org.

Applicants must clearly indicate on the email subject; the position and location they are applying for e.g “ADMINISTRATION OFFICER – NAIROBI”.

Applications without the right subject heading will be automatically disqualified. Please do not attach any certificates.

(ONLY Qualified short-listed candidates will be contacted)

NB: Mercy Corps does not charge any fee at any stage of the recruitment process.

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