Description
About Mercy Corps
Mercy Corps’ Sudan crisis response seeks to meet the humanitarian needs of vulnerable Sudanese and other conflict-affected people across the country.
Mercy Corps Sudan is recognized as a leader in market systems, agricultural, and food security and building on this experience, the MC Sudan humanitarian program will layer in resilience and other program activities where appropriate and feasible to do so. Assistance is delivered with a focus on needs, in partnership with local actors and civil society.
The Cash Consortium of Sudan (CCS) is a collaborative platform to advance a progressive vision of the potential of cash assistance to transform humanitarian response and recovery in partnership with vulnerable conflict-affected populations.
Led by Mercy Corps, the CCS includes a total of 19 organizations. International partners include Acted, CARE, Concern, CORE, GOAL, the International Rescue Committee (IRC), and the Norwegian Refugee Council (NRC). National partners include Al Manar Voluntary Organisation (AMVO), AORD, ASSIST, CAFA Development Organization (CAFA), NIDAA, NRDO, Peace Development Lovers Organisation (PDLO), Peace Organisation for Relief and Development (PORD), Sudanese Organization for Relief and Recovery (SORR), Hope and Friendship for Development Organization (HOPE), United Peace Organisation (UPO) and Sudan Social Development Organisation (SUDO). IMPACT is also engaged within the platform as a Third Party Monitor.
The core pillars of the CCS response include: 1) basic needs through cash assistance both at the community level through Group Cash Transfers (GCTs) delivered to Community-Based Organizations (CBOs), as well as at the household-level through Multi-Purpose Cash Assistance (MPCA); 2) strengthening market systems to ensure resilience of key market actors and supply chains as well as strengthening the availability and affordability of key commodities; 3) strengthening capacity of local partner organizations with an emphasis on accompaniment and mentorship; and 4) generation of learning and evidence to inform broader response efforts.
General Position Summary
The CCS Senior Administration Officer will oversee all administrative and operational support functions for the team. This will primarily include support and preparation for day-to-day meetings as well as workshops and trainings. In addition, the Administration Officer will support administrative and operational coordination needs related to human resources for staff as well as consultants. This may include support in areas such as visas/ residency processes, travel arrangements, housing, payment requests, etc.
Essential Job Responsibilities
Administration
- Coordinate with CCS Secretariat team on preparation and support for day-to-day meetings (logistics for meeting room prep, IT set-up for remote/hybrid meetings, note-taking and follow-up on action points)
- Support CCS Secretariat team in preparation for workshops and trainings as needed (manage planning and procurement processes for meeting venues, refreshments, support needed for facilitators such as room/IT set-up, note-taking, etc)
- Oversee record keeping and file management for administration
- Coordinate visa & work permits for expatriate staff and visitors in Nairobi in partnership with the Administration Coordinator
- Coordinate lease agreements, timely payments of leases and utilities for properties as needed
- Track all administration requirements (eg visas, residencies, consultant agreements, leases, preferred supplier agreements, and other service contracts as needed)
- Support administration of CCS consultancies (coordination for consultant agreements, preparation of materials to support payment requests)
- Support tracking of CCS Secretariat budget and timely payments to service providers
- Ensure full compliance with all relevant Mercy Corps and donor guidelines, Kenya Law; keep up to date with changing policies and guidelines;
- Collaborate with the IT Officer to oversee allocation of MC assets such as computers, mobile phones and data modems including on time bill settlements and collection of reimbursements from staff for personal usage
- Coordinate with Mercy Corps managers regarding the relations with local authorities; liaise with government offices, UN agencies, NGOs, as required
Security
- Ensure compliance with security procedures and policies as determined by country leadership.
- Proactively ensure that team members operate in a secure environment and are aware of policies.
Safeguarding
- 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
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 projects.
Supervisory Responsibility
None.
Accountability
Reports Directly To: CCS Chief of Party, dotted line to Administration Coordinator.
Works Directly With: CCS Secretariat team, Mercy Corps Sudan team (in particular Operations Director, Finance Director, Country Director, Director of Programs, as well as any other colleagues passing through Nairobi), Mercy Corps Kenya team (in particular Administration Coordinator, Operations Director, Finance Director, ICT Systems Administrator)
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our projects.
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 deliver in a fast-paced and high pressure environment
- Strong computer skills in Microsoft Office applications required
- Excellent verbal and written English communication skills required; knowledge of Arabic desirable
Success Factors
- Ability to take initiative, learn quickly and be accountable for results
- Flexibility and creativity in planning and problem solving
- 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
Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. 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 venues.
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.
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC.
We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.
Qualifications
Behaviours
Preferred
Enthusiastic
: Shows intense and eager enjoyment and interest
Team player
: Works well as a member of a group
Detail-oriented
: Capable of carrying out a given task with all the details needed to get the task done well