ADMIN AND PROCUREMENT ASSISTANT

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.

Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, academic institutions, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Amhara, Gambella, Oromia, Somali, Tigray and South Nations, Nationalities and People’s Region (SNNPR), and in Dire Dawa Administration and the capital city of Ethiopia, Addis Ababa – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal governance structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.

Program / Department Summary

The Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management, IT, Safety and Security Management and facilities & office management for successful program implementation 

General Position Summary

The Admin & Procurement Assistant is responsible for all office management functions and logistics (asset management, fleet management, procurement, and warehousing) functions.

Position Description

Location: Addis Ababa

Position Status: Full-time

Salary Level:

Current Team Member:

Safeguarding Risk Level: Low

Essential Job Responsibilities  

Logistics

• Manage all Mercy Corps and donor assets according to the Field Asset Management Manual.
• Update the asset and inventory databases.
• Compiling reports regarding any incidents and reports according to the Mercy Corps Field Asset Management Manual.
• Has a full understanding of MC procurement policies and formats.
• Assists staff as needed in creating clear and understandable purchase requests and other documentation.
• Manage procurement solicitation activities- Event management – Identifying hotels for the events.
• Purchase of office supplies.
• Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations.
• Interact with contractors in coordination with the Program team members. 

Administration

• Arrange the required accommodation for Mercy Corps staff & visitors at times.
• Organize all country travel arrangements, including bookings, accommodations, and ticketing for Mercy Corps staff and guests, and other logistics responsibilities as required.
• 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.
• Provide verbal and written translation support documents, contracts, meetings, statements, records, etc., as requested.
• Conduct themself both professionally and personally in such a manner as to bring credit to Mercy Corps and not jeopardize its humanitarian mission.
• Must have a clear understanding of MC administration policies and procedures and assist staff in the adherence of Mercy Corps administrative procedures.
• Ensure the maintenance of all administration documents and making them available.
• Maintain and regularly distribute current contact list of all staff and contact details.

     INFLUENCE & REPRESENTATION

• Identify, build, and manage collaborative partnerships with local governments and other Mercy Corps stakeholders.
• Communicate effectively with all stakeholders.

Supervisory Responsibility

NONE

Accountability

Reports Directly To: Logistics Manager

Works Directly With: ALL staff

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.

Knowledge and Experience

• Bachelor’s degree in Logistics or Business administration.
• Excellent analytical skills, Good interpersonal and communication skills, Good organizational skills, and Willingness and ability to adapt to changing work requirements and priorities that may require overtime or extended hours.
• Relevant qualification in the field of admin and logistics
• 1-year minimum of relevant experience
• Excellent oral and written English skills.
• Strong computer skills in MS Excel, and MS Word programs.
• A demonstrated ability to multi-task and process information into action so as to not delay program activities.

Success Factors

The successful Admin and Procurement Assistant will assist office management tasks and logistics tasks (i.e. asset, procurement, and warehousing) in delivering successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines, and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

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.

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 and have signed on to the Interagency Misconduct Disclosure Scheme. 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.