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Mercy Corps-Syria Response Office
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OPERATIONS ASSISTANT

Job Description and Requirements

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

The Operations department is committed to implementing and maintaining the highest standards of efficiency and integrity in the logistics, administration and procurement of goods and services across the operational hubs of its program, all while maintaining compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.

General Position Summary

The Operations Assistant is responsible for the support of Mercy Corps program support across multiple hubs and locations. As a member of the operations department, s/he is responsible for the support of Mercy Corps programming, ensuring the smooth movement of people, material and documents throughout the region. S/He shall assure smooth follow-up and efficient results while assisting with asset management, fleet management, procurement and following procedures as outlined in the Mercy Corps Manual. S/He may also assist with specific project management activities, event planning, and country program & regional unit communications where required.

Essential Job Responsibilities

OFFICE MANAGEMENT

  • Ensure that the office portrays a professional image.
  • Maintain proper inventory of office supplies and ensure all equipment (i.e. telephones, computers, etc.) are in working order.
  • Update all contact lists, constant companion and other information related to communication, monthly.

ASSET MANAGEMENT

  • Responsible for all aspects of asset inventory management of items in the office in coordination with the logistics department.
  • Responsible for all property management, including process of identifying, negotiating and maintaining agreements for offices, houses, vehicle leases. 

Operations (in cooperation with the Logistics and Procurement department and senior management)

  • Ensure all items procured in Jordan adhere to the Mercy Corps Procurement Policies and Procedures.
  • Interact with suppliers in the receiving and inspection of goods – issues GRNs.
  • Manages the GRN sequence numbering for the regional office.
  • Ensure that there are no conflicts of interests between Mercy Corps staff and suppliers and vendors.  Bring to the senior management team’s attention if any conflicts of interest exist or may exist.
  • Ensure that all new staff receive training in Mercy Corps procurement procedures and policies.
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
  • Other duties as assigned.

PROJECT MANAGEMENT (in cooperation with senior management)

  • Work collaboratively with the Director of Operations and/or other designated project managers and project teams to maximize productivity.
  • Organize and monitor schedules and see that deadlines are met.
  • Coordinate efforts between project team members and locations, and with external actors as required.
  • Participate (or lead as required) in regular project status meetings
  • Report updates verbally, and provide regular clear status update messages in written form to management.
  • Help discern requirements and assign tasks to team members.

REPORTING

  • 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.
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.
ACCOUNTABILITY

Reports Directly To: Operations Manager
Works Directly With: Operations Manager, Director of Operations, Procurement Coordinator, Logistics Officer, Procurement Officer.

Knowledge and Experience 

  • A minimum of 2 years of experience in administration or management and a relevant university degree.
  • Demonstrated understanding of and/or experience with governmental, non-governmental, military or commercial administration, procurement and management issues, protocols and associated systems/apparatus.
  • Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff.
  • Effective verbal and written communication, organizational skills - Fluency in both written and spoken English and Arabic.  
  • Strong computer skills (including Word & Excel) and knowledge of and experience in inventory, human resource management, procurement procedures, etc.
  • Ability to follow procedures, meet deadlines and work independently and cooperatively with team members 
  • A proven ability to solve problems independently without direct supervision.
  • A demonstrated attention to detail, with outstanding organizational skills and the ability to prioritize tasks is critical to the success of this position.