Job Opportunities at Mercy Corps - 8 Positions

Program / Department Summary: The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions.

The overriding objective for all administration and logistics operations is the prompt and effective provision of support services to Mercy Corps’ beneficiary populations in compliance with donor specifications.

General Position Summary: The Administration and Logistics officer is responsible for facilitating the administration and logistics functions at Mercy Corps field office.

Working closely with Program, Operations and Finance departments, the Administration and Logistics Officer is instrumental in supporting program activities through his/her coordination and execution of Procurement, Logistics and Administration functions at the field level.

Roles

Procurement:

• Daily coordination of MC procurement activities;
• Ensure full understanding and adherence to MC procurement policies and formats and assist as needed in training staff on these policies;
• Guide staff as required on creating clear and understandable Purchase Requests and other procurement related documentation;
• Collect quotations and bids from the market for PRs as assigned by manager – as per Mercy Corps standards and formats;
• Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms;
• Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations;
• Maintain up to date Mercy Corps Procurement data management system;
• Interact with contractors, in coordination with the Program & Operations Managers;
• Ensures that the required documentation of supplies and transactions are completed to MC standards;
• Ensure proper asset management; maintain proper and updated asset register with clear asset identification tags.

Fleet management:

• General management of agency vehicles in co-operation with the Operations Manager;
• Ensure that all vehicles are safe and road-worthy;
• Collect and distribute of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets;
• Schedule vehicle use to meet programmatic and operational needs;
• Maintain vehicle movement board daily;
• Oversee fuel consumption purchase and tracking including coordination with the designated fuel station;
• Collect Vehicle Service Requests from drivers. Submit VSR-s to the Operations Manager for approval;
• In coordination with the Operations Manager, organize regular service schedules for vehicles and maintain service schedule files;
• Ensure vehicle repairs are done in a timely manner;
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.;
• Ensure that security incident reports are completed and filed (if related to vehicles).

Administration:

• Ensure proper management and coordination of staff travel arrangements including transport and security;
• Ensure good general office management and cleanliness of the office premises in coordination with the Office Assistant;
• Coordinate with the Operations department in Nairobi to ensure adherence to Administrative and IT procedures by all field based staff;
• Ensure that the office is run in a professional and responsible manner including hosting guests, receptionist duties, general contact and liaison with outside agencies as well as cleanliness of the office premises in coordination with the Office Assistant;
• Coordinate with the Administration Officer in Nairobi to provide administrative guidance to MC staff when required;
• Manage and renew office lease agreement;
• In coordination with the Program Leads and the Administration Coordinator in Nairobi track airtime allocation for field based staff;
• Coordinate the purchase of office supplies;
• Coordinate any other necessary administrative and office management details including the maintenance of the premises.

Other:

• 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 to Beneficiaries: Mercy Corps team members are expected to support all efforts toward 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.

Accountability:

• Supervisory Responsibility: The Office Assistant and Drivers
• Reports Directly To: The Wajir Head of Office with a dotted technical line to the Operations Manager
• Works Directly With: Program, Operations and Finance teams

Job Requirements

• Degree in a relevant business field is desired;
• At least 3 years of experience in large scale logistics, supply chain management and/ or international business;
• Must demonstrate understanding of logistics, procurement and administration ethics and good management skills with diverse team with large flow of information and activities;
• Experience in an NGO setting is preferred;
• A strong understanding of donor compliance is required;
• Excellent organizational skills and ability to make recommendations for improvements;
• Strong MS Office computer skills;
• Excellent spoken and written skills in English;
• Willingness to travel to field locations when required.

Success Factors:

• Meticulous with an excellent sense of judgment and ability to multitask;
• Ability to work independently and prioritize, show initiative;
• Ability to coordinate and work effectively with a diverse teams in a multi-cultural set up;
• Thorough understanding on logistical challenges, market mechanism and supply chain dynamcis;
• Positive team spirit.

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Program / Department Summary: The Mercy Corps Finance Department is responsible for all financial functions in Kenya, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance.

Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures.

In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.
General Position Summary:The Mercy Corps Finance Department is responsible for all financial functions in Kenya, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance.

Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures.

In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

Job Responsibilities

• Support in preparation of monthly bank reconciliations
• Maintain custody of the office cash fund and make daily payments of approved transactions
• Prepare cash payment vouchers and ensure that all cash transactions are fully and properly documented
• Review expense reports (travel expense reports and operational expense reports) for accuracy and completeness and ensure that expense reports have been fully approved before payment
• Perform weekly cash count as per FFM
• Record payment vouchers daily in the Field Connection Accounting System
• Maintain field advance tracker file and prepare past due advance tracker for the Senior Finance and Reporting Officer
• Preparing cheques based on fully approved & finance reviewed documents and present for signing
• File all cash and bank batch vouchers and maintain voucher filing system such that files are updated, complete and safeguarded
• Maintain the bank file, ensuring that all bank information is properly filed and updated
• Assist with month end balance sheet account reconciliations
• Make sure that all supporting documentation is prepared and filed according to MC procedures.
• Assists in sub grants management & compliance at field office
• 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 to Beneficiaries: Mercy Corps team members are expected to support all efforts toward 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.

Accountability

• Reports Directly To: Country Finance Manager
• Directly With: Nairobi Finance Team, Program Team and Operations Team
• Supervisory Responsibility: None

Requirements

• At least four years of accounting or bookkeeping experience;
• A degree in accounting or a relevant business field;
• Strong computer skills in MS Office programs, particularly Excel;
• Familiarity with computerized, double-entry accounting software;
• Strong organizational skills as well as attention to detail;
• Experience working in an International Non-Governmental Organization is an added advantage;
• Excellent oral and written English skills.

Success Factors:

• A clear understanding of finance and procurement ethics as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures;
• The ability to interact effectively with international and national staff members is required;
• A demonstrated ability to work quickly, accurately, meet deadlines, and process information in support of changing program activities is necessary.

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Program / Department Summary: The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions.

The overriding objective for all administration and logistics operations is the prompt and effective provision of support services to Mercy Corps’ beneficiary populations in compliance with donor specifications.

The Office Assistant will be responsible for office cleaning, preparing tea/coffee and general office assistance functions for the Mercy Corps Wajir office.

Overall responsible for all general office assistance aspects of Mercy Corps’ office support functions in Wajir in compliance with MC Administration and in-country policies.

Duties

Office Maintenance:

• Wash dishes in the kitchen;
• Clean washrooms, office premise and the kitchen daily;
• Empty garbage cans and dust bins daily;
• Sweep and dust the office daily;
• Clean the refrigerator, microwave and other machines in use in the office premises;
• Track the office cleaning supplies;
• Report items and assets in need of repair maintenance.

Kitchen functions:

• Prepare tea for the office staff;
• Prepare refreshments for meetings;
• Maintain stock of kitchen items and consumables;
• Track kitchen consumable items.

General Office Assistance:

• Perform receptionist duties when required;
• Deliver documents among departments on request;
• Make photocopies on request;
• Refill papers in printers and photocopiers;
• Attend to minor maintenance work;
• Issue and track office stationery.

Other:

• 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 in country of operation;
• 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 to Beneficiaries: Mercy Corps team members are expected to support all efforts toward 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.

Accountability:

• Reports Directly To: Administration and Logistics Officer
• Works Directly With: All team members at the field office
• Supervisory Responsibility: None

Job Requirements

• Minimum 2 years’ experience in general office assistance;
• Basic computer skills are required;
• Strong organizational skills;
• Fluency in English and Swahili languages (both written and spoken).
• High standard of cleanliness and attention to detail;
• Ability to work simultaneously on multiple tasks;
• Willingness and ability to work effectively with a wide variety of people;
• Excellent interpersonal skills;

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Program / Department Summary: The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions.

The overriding objective for all administration and logistics operations is the prompt and effective provision of support services to Mercy Corps’ beneficiary populations in compliance with donor specifications.

General Position Summary: The driver work within the Operations department of the logistics support structure to provide safe, transport services for Mercy Corps program and support staff in the respective filed location. The driver will adhere to all traffic and Mercy Corps safety rules and follow the transport guidelines required by the Mercy Corps transport department.

Roles

• Operate Mercy Corps vehicles as assigned by supervisor;
• Maintain vehicle log-sheets in accordance with Mercy Corps policies/regulations;
• Check the vehicle conditions after each trip/routinely – report needs and problems to transport management;
• Adhere to all safety and communication protocols as advised by Mercy Corps and supervisor;
• Responsible for the safekeeping of all vehicle equipment, tools, first aid kits, spares etc.;
• Keep the vehicle ready, clean and on standby – ready for use at all times;
• Assist, as required, with logistics in the office daily workloads;
• Cooperate and be of assistance to staff and visitors – assist in troubleshooting potential problems during daily business;
• Report all maintenance needs of the vehicle to transport management on a regular basis;
• Undertake field assignments as assigned;
• Adherence to all Mercy Corps policies and procedures as outlined in Mercy Corps policies and procedure manuals;
• 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 in country of operation;

Role Function

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 to Beneficiaries: Mercy Corps team members are expected to support all efforts toward 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.

Accountability:

• Reports Directly To: Logistics Officer in Area of Responsibility
• Works Directly With: Program and Operations staff team across the field offices as required
• Supervisory Responsibility: None

Job Requirements

• Valid driver’s license and at least 3 years driving experience operating 4×4 vehicles;
• Experience working in a pastoral/arid lands field locations;
• Good understanding of English and fluency in all local languages is required;
• Experience preparing and maintaining vehicle log sheets;
• Knowledge of routes, duty stations, project areas, the NGO and diplomatic community is required.
• Respect and adherence to all safety and traffic rules;
• Excellent sense of judgment;
• Willingness and ability to work effectively with a wide variety of people;
• Excellent interpersonal skills.