Mercy Corps, a global non-governmental, humanitarian aid organization, is recruiting to fill the position of Administrative Assistant in Maiduguri, Borno

Reference Number: MDG/HUMOPS/2018/00039

Program / Department Summary

• With the insurgency affecting North East Nigeria and displacing millions of people, Mercy Corps is expanding its humanitarian programming to support the conflict-affected population.
• As a result of the wide-scale needs, Mercy Corps is scaling-up food security, non-food items, nutrition, protection, livelihoods, and water sanitation hygiene (WASH) activities in Dikwa, Ngala, Damboa, Gwoza, Bama and Jere Local Government Areas in Borno State to address emergency needs.

General Position Summary

• Mercy Corps is looking for an strong Administrative Assistant who will be required to perform program support Administrative duties in a timely and effective manner.

Essential Job Functions

Asset Management:

• Assist in maintaining the asset records for the field office
• Assist in ensuring that all the items bought that fall under Asset category according to MC Policies are properly registered on the Asset Register with all the required information
• Assist in maintaining a softcopy and manual filing system of the Asset Register for Maiduguri Office
• Liaise with all staff on Assets Management, movement and monitor if the register is properly maintained and matches with the softcopy.
• Assist in ensuring quarterly reviews and physically crosscheck the Asset Register with the assets to ensure the asset tags are available on the assets and update the assets condition – depreciation if applicable.

Administration:

• Assist in maintaining staff attendance record.
• Receive Log in and distribute incoming mails and correspondence.
• Greet and receive all visitors, suppliers etc and direct to proper person or department.
• Assist in monitoring contracts (hotels, car hire, generator servicing, security, property, cleaners etc) and notify the Admin & Logistic officer of expiry dates.
• Assist in managing appropriate filling system of all correspondence.
• Assist in monitoring activities of the Chef, cleaners, gardeners and security guards.
• Assist in Monthly collation of supplies and raising purchase request for replenishment.
• Assist in monthly stock inventory and manage distribution of all office supplies.
• Assist in ensuring that the office ambiance is regularly monitored and maintenance addressed.
• Assist in any other necessary administrative and office management details.
• S/he is responsible for ensuring the staff movement board in Maiduguri office is updated weekly.
• Any other duty as assigned

Security:

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

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: Cooks and Cleaners
• Reports Directly To: Administraive Officer
• Works Directly With: MEL, Programs, Finance and Operations

Knowledge and Experience

• A Degree in Accounting, Economics, Management, Business Management, or related field.
• 1 -2 years’ experience in Administration with strong organizational skills, ( with international NGOs is an asset)
• Ability to maintain the procurement and logistics filing system,
• Ability to interact effectively with international and national personnel
• Adaptability to unanticipated circumstances,
• Microsoft Office computer skills and experience with using email.
• Ability to communicate in English and Hausa
• Proven ability to solve problems independently without supervision

Success Factors:

• The successful candidate will be capable of multi-tasking, rapid decision-making, have initiative, drive and a lot of energy, as well as high emotional intelligence, constructive mentoring skills and proven experience with capacity building.
• S/he will be committed to long-term program sustainability and the delivery of high-impact activities at the community level.
• Successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and challenging environments, and make effective written and verbal communication a priority.
• Mercy Corps team members represent the agency both during and outside work hours. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

How to Apply

Interested and qualified candidates should submit no more than 4 page CV and Cover Letter in one document, addressing the position requirements by 23rd January, 2019.

Note

• All applications must include the position title and Reference Number in the subject line.
• CV and cover letter and should not be more than 4 pages.
• Please note that only short-listed candidates will be contacted for interview and we are an equal opportunity organization so women are strongly encouraged to apply for this position.