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. We help people overcome poverty and conflict. Mercy Corps has humanitarian and development operations in Addis Ababa, Somali, Afar, Oromiya, SNNPR and Gambella regions. Working with communities, we leverage local logic to help people transform their lives. To grow more food, earn higher incomes and ultimately advocate for their needs. We see global challenges as an invitation to pioneer innovative, sustainable solutions. Mercy Corps Ethiopia invites motivated and qualified candidates to apply for the following vacant position.
Position Title: RiPA – Operations Assistant
Duty Station: Semera
Open Position: 1
Program / Department Summary
The Operations Assistant will work within the Operations department. The Operations Department are committed to provide reliable, timely and compliant support to program activities in order to enable those programs to work efficiently. He/She will ensure that all Mercy Corps offices have adequate admin, logistics support to deliver efficient services in compliance with established Mercy Corps and donors’ policies and with host country laws
In order to have a smooth implementation of the programme operational plan, the Operations Assistant plays a key role in the Area Team in ensuring compliance towards Procurement, Logistics, HR and Administration Area.
Working in the Operations Function, under the direction of the field office focal Manager, the Operations Service Officer is responsible on the day-to-day routine tasks of the operations department as well as monthly, quarterly and annual reporting. She/he is expected to produce reliable, accurate and timely PALM report for all stakeholders involved in. The post holder should be forward looking, self-driven, operating under minimum supervision, and critical thinker in Area Office senior management role. Furthermore, considering the various expected systemic changes in future, the post holder should be forward-looking, change oriented and able to develop/train the team in the changing environment.
This job requires travel to the project sites directly managed by Mercy Corps as well as by sub grantees. The main objectives of the travel are compliance and monitoring (internal audit nature) of donor rules as well as MC’s internal policies and procedures. Where necessary the objective of the visit could also be capacity assessment or capacity building.
I. Logistics and Procurement Management (50% of Time)
II. Administration (25% of Time)
III. Human Resource (25% of time)
I. Logistics and Procurement Management [50% of Time]
II. Administration (25% of Time)
III. Human Resource (25% of Time)
1 Ensure employees personal file which mirrors to the file kept in the Addis Office is maintained adequately at the Area Office level
2 Ensure that all temporary hires file is kept at the Area Office level and provide monthly report to the HR Manager based in Addis
3 Support the Area Manager and other Senior Program technical staff in all the induction process of the new staff
4 Based on the schedule set, provide various HR related technical report to the Area Manager as well as to the HR Manager based in Addis
5 Together with the Area Manager, be one of the primary focal persons to implement MC’s HR policies and procedures in the Area Office.
6 Report Monthly basis filed office HR Report (timesheet, Annual leave balance and Monthly confirmation staff list)
7 Remind the field office staff members to prepare performance evaluation and submit country office timely.
Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the three components above.
· Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
· Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
· Develop and organize activities to secure resources for programs and convince stakeholders to provide support.
· Develop the capacity of the team, deepen understanding of their roles and assist with career development.
· Assist team members with information, tools and resources to improve performance & reach objectives.
· Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.
· Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
· Hire, orient and lead team members as necessary.
· Ensure compliance with donor and Mercy Corps regulations related to emergency programming.
Draft and/or review scope of work to hire and manage any technical consultants, including review for technical efficacy and contract budget.
· Identify, build and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders.
Communicate effectively to ensure overall project targets and donor obligations are met.
· Understand and aware GDI related priorities of the country office and contribute for the realization of priorities (continually work to understand and be aware of the gender diversity and inclusion priorities of the country office and contribute in the execution)
· Promote gender equal and inclusive workplace culture in a day-to-day interaction with a team member, partners and program participants.
· 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.
· Five years and more experience in Procurement, Administration and Logistics Management in the non-profit organizations and mainly experience gained in INGO is required.
· Diploma in Purchasing and Supplies Management/Management/ Business Administration/ Accounting/Marketing is required.
· Advanced computer skills in MS Office programs, particularly in word and Excel
· Prior management experience and strong organizational skills
· Excellent oral and written English and local language.
Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the three components above.