Program Support Officer

Vacancy Announcement

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.

Mercy Corps invites applications from all interested and potential Nepali candidates for the following positions in PAHAL program:

Program Support Officer -1 (Kathmandu based)

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

“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 COB March 05, 2017 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

POSITION DESCRIPTION

Position Title: Program Support Officer (Operations)

Duty Station: Kathmandu, with travel to field offices as required

Position Category: Full-time AND Regular 

Salary Level: Level 4

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:

Mercy Corps Nepal, as the prime organization, is implementing a five year program – “Promoting Agriculture, Health and Alternative Livelihood” (PAHAL) program, funded by USAID. PAHAL seeks to strengthen livelihoods, improve nutritional status and increase the capacity of vulnerable households to mitigate, adapt to and recover from shocks and stresses in communities with deep poverty and high rates of malnutrition in critical zones of the Mid-Western and Far-Western Regions of Nepal. The goal of the PAHAL program is: Vulnerable populations in the middle and high hills of Far Western and Mid-Western Nepal are food secure. The target area of the program covers 14 districts in the Mid-West and Far-West regions of Nepal. The Mid-West region comprises of 7 districts; Surkhet, Dailekh, Pyuthan, Rolpa, Rukum, Salyan and Jajarkot while the Far-West region comprises of Dadeldhura, Doti, Accham, Baitadi, Bajhang, Bajura and Darchula districts.

GENERAL POSITION SUMMARY:

The Program Support Officer is responsible for providing support to the PAHAL program in procurement, administrative, logistics, office management, and other program related support activities in close coordination with the Operations Department. This position would be responsible for facilitating prompt and effective ontime solutions to the PAHAL program in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications. Working closely with the PAHAL program team, MC Administrative Officer, Senior Procurement Officer, Procurement Officer, HR Officer, and Senior Logistics Officer is instrumental in supporting program activities through his/her services.

As gender and social inclusion (GESI), governance and M&E are cross-cutting and core components of the PAHAL program, the Communications Specialist is required to own these components and ensure GESI sensitivity and integration, governance practices and M&E systems are integrated into his/her work area.

ESSENTIAL JOB FUNCTIONS:

The specific duties and responsibilities of the Program Support Officer include, but are not limited to, the following: 

Procurement

• Check, verify, and process all Purchase Request (PR) forms and related documents received for purchase of goods and services from the PAHAL project.
• Keep track of all PR’s sent from the PAHAL Program. Coordinate with the procurement department to understand progress on the PR’s processed for the PAHAL program.
• Ensure quality and quantity of materials/commodities, as per the sample provided by the vendors to the Procurement department.

Asset Management

• Maintain and, as needed, update inventory and assess custodian tracker for all assets of the PAHAL Program at the central office, as well as the two regional field offices.
• Make a schedule for and deliver of related inventories/ assets to field offices/program sites in coordination with the program, HR, and operations departments.

Logistics Management:

• In coordination with the Senior Logistics Officer, manage logistical and transport activities such as driver/vehicle scheduling, log books tracking (where applicable) and related logistical requests for PAHAL central office.
• Ensure maintenance of PAHAL vehicles in consultation with Senior Logistics Officer.
• Work closely with the Administrative Officer to coordinate and arrange for meetings & workshops for the PAHAL Program.

Office/Administrative Management

• Coordinate and maintain stock of stationary and office supplies for the PAHAL project team
• Responsible for managing keys for all rooms in PAHAL offices. Provide copy of relevant keys to any new staff and collect keys from departing staff.
• Work closely with the Administrative Officer in issuing business cards for all PAHAL staff members 
• In coordination with the Administrative Officer and the Operations Manager, ensure general office maintenance, including safety & security
• Ensure cleanliness and tidiness of PAHAL offices at all the times. 

Travel / Accommodation

• Support accommodation/travel arrangements for PAHAL staff/international visitors/Consortium partners, in consultation with the Administrative Officer.

Others

• Ensure full compliance with all relevant Mercy Corps and donor guidelines; keep up to date with changing policies and guidelines. Maintain proper filling system for all program files and related documents.

ORGANIZATIONAL LEARNINGS: As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

ACCOUNTABILITY TO BENEFICIARIES: 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: Regional Administrative and Logistics Officers

REPORTS DIRECTLY TO: Chief of Party

Administratively: Operations Manager

WORKS DIRECTLY WITH: PAHAL Team, Regional Administrative and Logistics Officers, Operations Manager, Human Resources Team, In-country PALM Team, Program, and Finance Department

ACCOUNTABLE TO: Chief of Party PAHAL, Operations Manager; Position Description; National Staff Policy Handbook; Code of conduct and Mercy Corps policy and procedures.

KNOWLEDGE AND EXPERIENCE:

• Master’s degree in Business Management, Office Management, or other related discipline.
• 3-5 years of experience in office management for an international organization;
• A clear understanding of program support, office management, procurement, administration, logistics ethics and donor compliance is essential.
• Strong organizational skills and demonstrated ability to multi-task and process information into action as to not delay program activities
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Previous experience with USAID funded projects is preferred.
• Excellent oral and written English skills and ability to interact effectively with international and national staff.
• Ability to work effectively with an ethnically diverse team in a sensitive environment

SUCCESS FACTORS:

A Program Support Officer demonstrate that She/he has a clear understanding of Office, Procurement, Administrative, Logistics management ethics and donor compliance. S/he has the ability to multi-task and process information into action as to not delay program activities. The Program Support officer should have the ability to act as an 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. H/She should be conscientious with an excellent sense of judgment. S/he should have the ability to work simultaneously on multiple tasks. S/he should also have the willingness and ability to work effectively with a wide variety of people, as well as have the ability to work as part of a team and coordinate with project personnel. Strong spoken and written English language skills are a must. The Program Support Officer is expected to be computer literate and with strong organizational skills.