Administrative and Logistics Assistant

Mercy Corps

Details / requirements:

Mercy Corps is an international, non-governmental humanitarian relief and development agency that exists to alleviate suffering, poverty and oppression by helping to build secure, productive and just communities. Mercy Corps began operations in Nepal in 2005, and since then has implemented projects in the sectors of agriculture, food security and nutrition, financial services, youth engagement, natural resource managements and disaster risk reduction/ climate change adaptation.

Mercy Corps invites applications from all interested and potential Nepali candidates for the following position:

Administrative & Logistics Assistant (Dhangadi based)  -  1 

Please refer to nepal.mercycorps.org for the full position description.

“Fostering a diverse and open workplace is an important part of Mercy Corps’ vision, and we encourage people from all backgrounds, especially women and members of disadvantaged groups to apply. Mercy Corps is an Equal Opportunity Employer”.

Interested candidates are requested to submit cover letter and Mercy Corps Application Form available at http://nepal.mercycorps.org by July 27, 2016 to the address below: 

Only shortlisted candidates will be contacted for further selection process. Telephone enquiries will not be entertained.

Attn: Human Resources Department

[Please mention the title of the Position on the subject line of the e-mail while applying]

Email to: np-jobs@mercycorps.org

JOB DESCRIPTIONS

Position Title:  Administrative and Logistics Assistant

Duty Station: Dhangadhi, Nepal 

Position Category: Full-time and  Regular

Salary Level: 2

Current Employee: N/A

BACKGROUND:

Mercy Corps is an international, non-governmental humanitarian relief and development agency that exists to alleviate suffering, poverty and oppression by helping people build secure, productive, and just communities. Mercy Corps works in more than 40 countries, and has been present in Nepal since 2005. In Nepal, Mercy Corps works to build the absorptive, adaptive, and transformative potential of vulnerable individuals and communities across the country. Through a systems-based approach to market development, financial services access, disaster risk reduction, climate change adaptation, and youth engagement, Mercy Corps builds resilience among target communities.

PROGRAM/ DEPARTMENT SUMMARY:

The operations department is committed to implementing and maintaining the highest standards of efficiency and integrity in daily Procurement, Administration, Logistics, and Asset Management (PALM) for field offices of Mercy Corps Nepal. 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 Administrative and Logistics Assistant will assist the Administrative and Logistics Officer in all support functions related to field office management, asset management, staff travel and movement, procurement, vehicle and fuel management for the Mercy Corps Nepal Regional Dhangadhi Office.

The Administrative and Logistics Assistant will liaise closely with Mercy Corps’ Procurement, Administration and Logistics Management (PALM) Nepal team with regard to the full implementation of standard Mercy Corps policies and procedures in regards to logistic and administration.

ESSENTIAL JOB FUNCTIONS: 

  • Maintain presence at front desk at all times and ensure reception area clean and well arranged 
  • Receive and assist visitors and suppliers, and inform respective staff member of their arrival
  • Manage multiline telephone system (EPABX) for Mercy Corps Dhangadhi; answer all incoming calls, attend and handle inquiries, re-direct calls as appropriate, take adequate messages when required and ensure that the accurate message is relayed to the respective staff on a timely manner 
  • Coordinate all incoming and outgoing mails routing it to concerned staff and providing a copy of the document/correspondence for filing 
  • Be responsible for coordination of flight reservation upon receipt of the approved Travel Authorization Form from concerned staff for timely booking, change of dates, postponing the dates and cancelling of tickets as required 
  • Arrange hotel bookings to staff and visitors.
  • Work closely with support staff of Mercy Corps Dhangadhi Office to ensure the office area is cleanly maintained and well arranged 
  • Assist Administrative and Logistics Officer in preparing payment request for all the bills submitted by vendor.
  • Coordinate with and support finance team for timely payment to vendors 
  • Inform and follow up with vendors for timely collection of cheques
  • Maintain a tracking system for the office supplies and stationary in Mercy Corps Dhangadhi Regional Office. Ensure adequate inventory of office supplies is available at all times. 
  • Be informed and communicate staff movement and leave details of all Mercy Corps Dhangadhi Regional Office staffs.  
  • Provide logistical support to program team in organizing meeting, seminar, workshop and training as and when needed.
  • Follow-up and ensure timely transportation of materials and equipment to be provided to working communities or other stakeholders.
  • Assist in routine,   administrative tasks i.e. payment   of electricity,   telephone etc.
  • 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.

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:

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: N/A

REPORTS DIRECTLY TO: Administrative & Logistics Officer 

WORKS DIRECTLY WITH: MC-Nepal Operational unit, all program staff working in MC Nepal.

KNOWLEDGE AND EXPERIENCE: 

  • Bachelor Degree in General Administration, Logistics Management, Business Management or relevant  subject or equivalent standard of education .
  • At least 1 year of experience in office administration; scheduling and managing staff from multiple departments or relevant field. NGO/ INGO experience preferred.
  • Excellent organizational, prioritization, representation, skills and the ability to work comfortably with an ethnically diverse staff.
  • Excellent verbal and written communication skills in both the languages ( English and Nepali)
  • Well versed with computer skills and familiar with Microsoft Office applications.  
  • Proven ability to solve problems independently without direct supervision. 
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members. 

SUCCESS FACTORS:

Excellent problem solving skills, and ability to act as intermediary between program and operations staff to ensure smooth process flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies.

Job Overview

Category Administrative / Management
Openings 1
Experience 1+ years
Education Graduate (Bachelors)
Posted Date 20 Jul, 2016
Apply Before 27 Jul, 2016
City