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HR & Admin Assistant- Gedaref State
Mercy Corps

Mercy Corps is a global team of humanitarians working together on the front lines of today’s biggest crises to create a future of possibility, where everyone can prosper.

Our mission: to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities.

 

 


 Section/Unit: Operations
 Grade Level: 5A
 Supervisor: HR & Operations Officer
 No. of Post: 1
 Duty Station: Gedaref
 Duration: 6 Months
 Closing Date: 18 Jan 2022

 
 Background:

PROGRAM/DEPARTMENT SUMMARY:

The Mercy Corps Sudan program provides emergency, life-saving programming, besieged populations across the country through multiple operational offices. Mercy Corps continues to position itself as the implementing partner of choice for Emergency relief programming, Water, Sanitation & Hygiene, Shelter and Livelihood programming. Furthermore, Mercy Corps operates with a wide network of local implementing partners to advise, support.

 



 
 Duties and responsibilities:

ESSENTIAL JOB FUNCTIONS:

Operations Coordination:

  • Coordinate with Program and Operations actors on weekly activity plans and field movements in offices across; work with Operations actors to ensure that activities are appropriately resourced and needed logistics are put in place for programmatic success.
  • Identify and troubleshoot main operational bottlenecks with field Operations team in different offices while prioritizing and raising long-term issues to the Operations Manager.
  • Review field Administration needs for each support office, and ensure that procurements, cash advances and document reconciliation is completed in a timely manner.
  • Maintain operational records, trackers, and data management remain compliant with Mercy Corps and donor policies.

 

Warehouse and Commodity Management:

  • Coordinate with field Operations staff members regarding the warehousing needs.
  • Track all the commodities movement to ensure proper management control of the stock stored in the warehouses across all warehouses.
  • Maintain filing system of all supporting document that includes the Goods Received records/Waybills/Stock records/Stock release documentation, etc.…
  • Ensure that all warehouses are suitable for all commodities storage that complies with Mercy Corps standard procedures related to the warehouse management.

 

 

 

 

Assets Management:

  • Coordinate with Operations Manager logging all new Mercy Corps assets in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions.
  • Coordinate with Procurement in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc., ensuring that the asset register should be accurate and complete.
  • Coordinating to maintain the stock of Mercy Corps assets that are not checked out and in use.
  • Coordinating for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
  • Coordinating for the timely preparation of documentation of any movement of assets in Mercy Corps formats.
  • Provide physical count/checks as required where all assets are located, and their status confirmed; coordinate with the responsible logistics officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices and hubs; and
  • Ensure that all disposed, lost, damaged, sold, or stolen assets are properly recorded in accordance with Mercy Corps’ Field Assets Policy, ensuring that all required documentation is completed;
  •  

 

 

Administration Support:

  • Support in the smooth running of routine, administrative work.
  • Ensure office and personnel policies are in compliance with Mercy Corps Field Administration Manual and National Staff Policy Handbook.
  • Ensure the proper inventory of office supplies is maintained, and ensure all equipment (i.e. office telephones.) are in working order;
  • Ensure proper functioning and maintenance of the office equipment and other facilities.

 

HR Support:

Human Resources Functions 

  • Collecting and revising all office time sheets with supported documents it terms of fund code, vacations, leaves. 
  • Updating leave tracker. 
  • Attendance, Check staff availability everyday with random check.
  • Laisse with both HAC and labor office regarding recruitment process. 
  • Make sure that all new team members complete their code of conduct training. 
  • provide briefing and induction sessions regarding HR for new team members. 
  • Provide orientation on code of conduct for secondary staff. 
  • Complete all team member files, like signed policies, signed contracts. 
  • Represent staff concerns to the HR manager on HR issues including health and safety. Also represents MC Europe priorities and concerns to staff on similar issues

Others:

  • 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.

 


 
 Minimum Qualification, Skills and Experience Required:

SUPERVISORY RESPONSIBILITY:

N/A

 

ACCOUNTABILITY: Accountable for Mercy Corps Field Asset Management Manual, Fleet Management and Warehouse Management Policies and other in-country policies and procedures in logistics as well the MC Code of Conduct and Conflict of Interest policies.

 

REPORTS DIRECTLY TO: Operations Manager.

 

WORKS CLOSELY WITH:  Country director, Director of Operations, Director of programs, and all other actors with AMM authority.

 

KNOWLEDGE AND EXPERIENCE:

  • Degree in a relevant business field is desired.
  • 1-2 years of experience in Inventory Management, Logistics operations, or office administration.
  • Strong organizational skills: ability to interact effectively with international and national personnel.
  • Excellent oral and written English and Arabic skills are a must. The position is fully bi-lingual and requires clear coordination and communication in both languages.
  • Strong computer skills on MS Excel, MS Access and MS Word programs.
  • A demonstrated ability to multi-task and process information into action as to not delay program activities.
  • Previous experience in within the INGO is strongly desired.
  • A willingness to travel throughout the project areas in the assigned Area of Responsibility.

 

SUCCESS FACTORS:

Critical problem-solving skills, and the ability to adapt institutional policies and donor requirements into a solution-based work plan for implementation of complex activities. The successful candidate will have a desire to grow and learn in one of the most interesting and complex crises of our times.  S/he will face challenges with a smile and lightheartedness. The successful candidate will be comfortable in asking colleagues for help as well as stepping out of her/his role to assist others. 

 

 









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