The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. The overriding objective for all administration and logistics operations is the prompt and effective provision of support services to Mercy Corps’ beneficiary populations in compliance with donor specifications.
General Position Summary
The Admin Officer will oversee admin support functions for the Mercy Corps Nairobi office. This will include Nairobi office administration, coordination travel/accommodation arrangements for Kenya Programs team members, assisting the Admin Coordinator in 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 Responsibilities
ADMINISTRATION
- Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Kenya Law and Mercy Corps donor policies
- Organize accommodation and logistics for national staff (all Kenya Programs)
- Facilitate domestic flight reservation for national staff Kenya programs, verify and certify page 2 of travel approval forms.
- Monitor performance of preferred hotels (for national staff) and travel agents in Nairobi.
- Monitoring and processing of hotel (national staff) and travel agent payments.
- Quarterly reconciliation of MSA statements of accounts to ensure that MC is upto date with payments including field office MSAs.
- Identify and ensure the provision of necessary administrative guidance to national staff;
- Liase with Admin Coordinator to assist Mercy Corps team members regarding the relations with local authorities; liaise with government offices, UN agencies, NGOs, as required
- Process payments to vendors for all Nairobi office invoice for example but not limited to office internet, Hygiene bin providers, Telkom bills in liaison with the Admin Coordinator and Operations team
- Raising Purchase requests in liaison with the Procurement team
- Managing petty cash
- Manage the usage of MCK Nairobi office parking space in close collaboration with the Logistics Coordinator and the premises management.Â
- Managing biometric system in liaison with Admin Coordinator, P&C and IT Officer
SAFEGUARDING RESPONSIBILITIES
- Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
- Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
- Encourages openness and communication in their team, encourages team members to submit reports if they have any concerns using reporting mechanisms e.g. Integrity Hotline and other options
ORGANIZATIONAL LEARNING
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
ACCOUNTABILITY TO BENEFICIARIES
- Mercy Corps team members are expected to support all efforts toward 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
- Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country
Supervisory Responsibility: None
Accountability
Reports Directly To: Administration Coordinator
Works Directly With: The Program team, Operation teams, Finance team, and entire MC Team Members
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
The position is based in Nairobi.