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 (Program / Department Summary)

The Mercy Corps Sudan program provides emergency, life-saving programming, to 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 and hygiene, Shelter, and Livelihood programming. Furthermore, Mercy Corps operates with a wide network of local implementing partners to advise, and support.

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

The Position (General Position Summary)

As  Operations Assistant, you will play a key role in supporting the administrative and operational functions of our office. Your responsibilities will primarily focus on front desk duties, office management tasks, and assisting with operational assignments related to vehicle bookings.

(Example Section Below - Adapt to Specific Role)

• Greet and assist visitors at the front desk, providing information and directing them to the appropriate departments or individuals.
• Manage incoming and outgoing mail, packages, and deliveries, ensuring timely distribution to staff.
• Maintain office filing systems, both physical and electronic, to ensure documents are organized and accessible.

Assist with

• Assist with scheduling appointments, meetings, and conferences for staff members.
• Prepare meeting rooms and necessary materials for internal meetings and external visitors.
• Monitor and maintain office equipment, coordinating repairs and servicing as needed.
• Assist in processing invoices, purchase orders, and expense reports related to office supplies and operations.
• Coordinate travel arrangements and accommodations for staff traveling to field  and from offices or meetings.
• Collaborate with the procurement team to order and replenish office supplies and stationery, in order to , ensuring adequate stock at all times..
• Conduct basic research and compile information for reports or presentations.
• Support the Operations Coordinator in updating and maintaining operational procedures and guidelines.
• Participate in office safety and security procedures, including emergency preparedness drills and compliance checks.
• Collaborate with colleagues to ensure smooth operations and communication across departments.
• Provide administrative support to the Operations Manager and team members as required.
• Oversee facility management, including housing and office supplies, both office and guest house, such maintenance, cleaning, electricity , water supply,  generator fuel and maintenance related, in coordination with the office keeper and cleaners. 

Logistics 

• Assist in maintaining the fuel consumption report.
• Assist in organizing/ managing the stock of the warehouses.
• Maintaining a comprehensive warehouse record.
• Assist Maintain the Stock counts in Mercy Corps Port Sudan warehouse with support of other team members.
• Assisting in updating the country asset.
• Compiling reports regarding any incidents and reports according to the Mercy Corps Field Asset Management Manual.

Supervisory Responsibility

N/A

Accountability 

Reports Directly To Port Sudan - Operations Officer 

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 

• Relevant qualification in the field of admin and logistics 
• 1-2 years minimum of relevant experience
• Excellent oral and written English skills. 
• Strong computer skills on MS Excel, 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 Operations Assistant will assist logistics and warehousing tasks 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.

Living Conditions / Environmental Conditions

The position is based in Port Sudan and it requires up to 40% travel to support country programs, which may include travel to insecure locations where freedom of movement is limited and areas where amenities are limited. 

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.