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About Mercy Corps
Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.
The Program / Department / Team
The Admin and Logistics officer will work within the Admin and Logistics unit which falls under Operations Department. The Operations department ensures that systems and practices needed for the healthy and efficient operational support is present for effective implementation of MC Jordan’s programs/projects.
General Position Summary
The Logistics and Admin Officer will work within the Admin and Logistics Department which falls under Operational Support, committed to provide efficient, reliable, and compliant support to program activities in order to achieve effective implementation of our programs to provide service to program beneficiaries. He/She will provide active support to the Logistics and Admin Manager in areas related to liaising government related applications and facilitating approval process for MC’s employees, projects, and guests. He/she will be responsible for updating procedures and guidelines based on government requirement and will maintain a good track system for all government related letters, approvals, and correspondences. He/she will backstop other Logistics and Admin officers in any tasks as requested by supervisor.
Essential Responsibilities
ADMIN AND GOVERNMENT LIAISON
- Follow up on all MC governmental applications at the necessary entities
- Keep track of the expiry dates of residency and work permits and prepare documentation for their renewal or new process.
- Follow up to get approvals and collect required papers to prepare lease contracts for Mercy corps expats, warehouses…etc.
- Follow up any required maintenance on MC or any premises under MC
- Follow up on all maintenance work inside MC office and MC international staff houses.
- Follow up about any official mail from and to MC
- Manage Lease Agreements and contracts related to expats, office, storage, warehouse, and Visa Processes.
- Assist with Asset Management and any Admin/Logistics related tasks
- Other Admin tasks when requested by management.
FLEET MANAGEMENT
- General management of agency vehicles in co-operation with the Logistics Coordinator.
- Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets.
- Assist HOD in scheduling vehicle use to meet programmatic and operational needs and ensuring trip tickets are used by program staff and approved by necessary persons.
- Overseeing fuel consumption purchase and tracking including coordination with gas station(s).
- Assist in maintaining vehicle board daily, and coordinate with Program department to ensure regular vehicle communications.
- Ensure major repairs are done in a timely manner, and apply security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
- Prepare security incident reports and accident reports are completed and filed (if related to vehicles).
- Assist with any necessary supplement documentation for Disposal of Assets forms.
PROCUREMENT
- Support raising Purchase Requests for necessary inquiries related to Admin and Logistics.
- Provide specifications and clear descriptions to the procurement team for Admin and logistics PRs
- Patriciate in tendering process as part of selection committee in logistics and admin related procurements.
- Assist in needed market assessments/surveys.
SUPERVISION AND LEADERSHIP:
- Supervise Admin and logistics Assistants and head of drivers in following up on daily tasks and ensure that deadlines are met.
- Handle direct reports performance management; assist in setting objectives and goals that are aligned with departmental vision and program support needed.
- Backstops Logistics ad Admin Manager and officer and provide additional support when needed.
- Ensuring all technical, administrative and management systems and standards agreed upon for the agency is being adhered to.
Reporting:
- Provide status updates and progress reports such as fuel consumption, fleet utilizations, etc.
To the program DCOP-operations
Supervisory Responsibility
Logistics and Admin Assistant and Head of Drivers
Accountability
Reports Directly To: Logistics and Admin Manager
Works Directly With: Logistics and Admin officers and assistant, Operation staff advised by supervisor
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our field projects.
Minimum Qualification & Transferable Skills
- Degree in business, Supply chain, Logistics, or any relevant field is required.
- Minimum 3-4 year of experience in office administration, Inventory Management Logistics, or operations,
- Previous NGO experience / internship is a plus.
- Strong computer skills on MS Excel, MS Access and MS Word programs.
- Familiar with governmental applications’ approval process
- A clear understanding of procurement ethics and donor compliance is essential.
- A willingness to travel throughout the project areas in the assigned Area of Responsibility inside Jordan.
Success Factors
Conscientious with as excellent sense of judgment and Ability to work simultaneously on multiple tasks. Strong organizational and follow up skills. A demonstrated ability to multi-task and process information into action as to not delay program activities. Willingness and ability to work effectively with multicultural and international staff. Ability to work as part of a team and coordinate with project personnel. Excellent negotiation skills.
Competencies
- Action-oriented
- Customer/Client Focus
- Negotiation Skills
- Planning and Prioritization Skills
- Communication skills
Living Conditions / Environmental Conditions
The position is based in Amman, Jordan with occasional travel to field locations inside Jordan
Ongoing Learning
In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.
