Mercy Corps

 

Job Description

Administrative Officer – Hurricane Dorian Response

Please apply direct to Mercy Corp’s Job website at

https://jobs.jobvite.com/mercycorps/job/oVc8afw9

 

*PLEASE NOTE: Anticipated 12 week consultancy with possible extension. Recruitment will be carried out on a rolling basis - Early application is advised. Local knowledge and experience in the Bahamas strongly preferred.

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 

Mercy Corps mobilized a response team to the Bahamas following Hurricane Dorian’s landfall as one of the most powerful Atlantic hurricanes on record. Mercy Corps’ team is on the ground and working with emergency management officials and other responding organizations to support relief efforts. We are developing partnerships with local organizations to support underserved or vulnerable people. 

General Position Summary

The Administrative Officer is a member of the Hurricane Dorian team and ensures excellence in administration in Bahamas.  The Administrative Officer works directly for the Team Leader and also supports the Team Leader to ensure adequate support for the Mercy Corps team in the Bahamas. 

 

Essential Job Responsibilities

  • Support the Team Leader in scheduling meetings, taking notes at meetings, and organizing a filing system for the workplace, including digital files. 
  • Support the operations team as needed by securing temporary or longer term lodging and office arrangements and adequate provisions (first aid kits, water filters, etc.) for the safety and well being of the team.  
  • Organize all Country travel arrangements including bookings, accommodations, visas, and ticketing for Mercy Corps staff and guests, and other logistics responsibilities as required.
  • Keep and maintain accurate inventory management records, including inventory labelling and tracking in accordance with MC Country Purchase and Procurement Policies
  • Ensure that the workplace is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
  • Ensure all staff have access to orientation documents and Mercy Corps policies. 

 

PROGRAM ADMINISTRATION

  • Prepare, update and track needed changes in staff files including employment contracts, timesheets, leave system tracking, and other personnel matters as required.
  • Manage and renew office and house/apartment rental agreements.
  • Establish and maintain appropriate filing systems for office correspondence.  Receive and dispatch mail.
  • Organize all Country travel arrangements including bookings, accommodations, visas, and ticketing for Mercy Corps staff and guests, and other logistics responsibilities as required.
  • Ensure all new national staff has a copy of Mercy Corps Personnel Policies and Procedures Handbook and insurance policy manual.
  • Keep and maintain accurate inventory management records, including inventory labelling and tracking in accordance with MC Country Purchase and Procurement Policies
  • Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
  • Purchase of office supplies.
  • Co-ordinate any other necessary administrative and office management details on behalf of the Team Leader.

TEAM SUPPORT

  • Assist team members with information, tools and resources to improve performance & reach objectives.
  • Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
  • Orient and lead team members as necessary.

 

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 TO PARTNERS

  • Mercy Corps team members are expected to support all efforts toward accountability, specifically to our partners and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility

None

Accountability

  • Reports to: Team Leader
  • Works Directly With: Team Leader and other team members as appropriate.
  • Collaborates With: All MC Bahamas staff as appropriate

Knowledge and Experience

  • BA/BS degree in a relevant field. 
  • Minimum 2 years experience setting up and managing administration, procurement, logistics, and human resource systems 
  • Demonstrated attention to detail, following procedures, meeting deadlines and working and problem solving independently and cooperatively. 
  • Knowledge of admin systems and procedures (esp. procurement systems) desirable; NGO experience preferred and knowledge of relevant regulations helpful. 
  • Knowledge of Sphere standards and other training in humanitarian response desired.
  • Excellent negotiation and representation skills.
  • Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
  • Excellent oral and written English skills required.
  • Ability to work effectively with an ethnically diverse team in a sensitive environment. 

 

Success Factors 

A successful Administrative Officer will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. They will be able to work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

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.

Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.