Logistic and Admin Officer  This job has ended. You cannot apply anymore.

MercyCorps Logo
Logistics
Posted on 30 May, 2023
Closing on 06 Jun, 2023

Job Description

Mercy Corps is a leading international non-governmental humanitarian agency with a global mission to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities.

Mercy Corps Yemen would like to announce that the following position is currently open for recruitment:

  • Position Title:  Logistic and Admin Officer 
  • Number of Vacancy:  1
  • Duty Station: Taiz City
  • Position Category:  Full-time    AND   Regular 
  • Duration of Assignment: till 30 June 2024
  • Deadline: 5 June 2023

PROGRAM/DEPARTMENT SUMMARY:

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, Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the support and services.

GENERAL POSITION SUMMARY:

The Procurement Officer is responsible for overseeing procurement aspects of Mercy Corps’ logistic operation and working closely with Program, Administration, Finance and Logistics. The procurement Officer is instrumental in supporting program activities through their services.

Essential Responsibilities 

Logistics 

  • Manage all Mercy Corps and donor assets according to the Field Asset Management Manual .
  • Act the role of Asset Controller and manage all asset management functions. 
  • Manage all Mercy Corps vehicles and transport needs according to the Field Fleet Management Manual.
  • Act the role of Fleet Manager/Officer and manage all fleet and transport management functions. 
  • Ensuring fleet management complies with MC standards through appropriate allocation and safe use of vehicles (and generators) and servicing & maintenance schedules are constantly adhered to.
  • Ensuring the validity and availability of all vehicle documents (Insurance, Log sheets, Fuel Coupons, Trip Tickets etc.).
  • Maintaining administrative Fleet files (for each Vehicle & Generator) ensuring they are constantly up to date and oversee archiving of logistics related files/documents.
  • Ensuring that all contracts related to logistics are tracked, valid and up to date e.g. Fleet Rental Agreements, Fleet Maintenance Agreement etc.  
  • Conducting bi annual refresher trainings and participate in inducting new staff on all fleet management policies and procedures.
  • Assisting the Country Operations Manager to implement any outstanding Logistics related audit recommendations
  • Ensuring that the Daily Vehicle Movement Board is updated to track and monitor staff movements.
  • Ensuring that all logistics related security incidents are immediately reported to the Country Operations Manager and all incident reporting protocols adhered to. 
  • Ensuring all vehicles are in good and road worthy condition and encouraging safety practices at all times by organizing regular service & maintenance schedules for Fleet (whether MC owned or Rented/Leased).
  • Ensuring the existence of security measures for vehicles such as parking, storage of keys, emergency supplies, first aid kits, fire extinguishers etc.
  • Ensuring that all vehicles are cleaned and vehicle hygiene standards maintained at all times.

Administration 

  • Provide support and leadership to the admin team. 
  • Greet and welcome guests as soon as they arrive at the office
  • Arrange the required accommodation for Mercy Corps staff & visitors at times. 
  • Support in collecting and processing bills of office and expatriate staff residence’s utilities (electricity, water, phone, cellular phones, and internet bills) and process payments in a timely manner while creating a tracking system for all payments.
  • Follow up to get approvals and collect required papers to prepare lease contracts for Mercy corps expats, warehouses, etc.
  • Follow up on usage and billing for the mobile telephone service providers and other unities 
  • Receive, sort and distribute daily mail/deliveries
  • Ensure proper inventory of office supplies including kitchen supplies and stationery.
  • Ensures that the office property portrays a professional image by ensuring timely maintenance, electricity and furniture fixing.
  • Ensure maintenance of all administrative notice boards – keeping them updated, clean and neat in appearance. 
  • Responsible for petty cash management.
  • Follow up any required maintenance on Mercy Corps premises    

Team Management

  • Design a robust onboarding orientation and training program for procurement for all new mission Staff members
  • Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
  • Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews.
  • Contribute to office and country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
  • Overseeing the Leave Planning and monitoring staff attendance.

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.

Supervisory Responsibility

Drivers, cook, cleaners and handyman.

Accountability 

  • Reports Directly To: Procurement Coordinator.
  • Works Directly With:  MEL, CARM, Finance, Operations, HR departments. 

Minimum Qualification & Transferable Skills 

  • Relevant qualification in the field of admin and logistics 
  • 3 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.

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.

Success Factors:

The successful Logistics and Admin Officer will assist facilities & office management tasks and logistics tasks (i.e. asset, fleet 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.

Living Conditions / Environmental Conditions

The positions is based in ( Taiz Alhawban Yemen), 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.

COVID -19 vaccination:

Mercy Corps Yemen requires all its team members to be fully vaccinated as part of the work requirement. Those who are not vaccinated will be required to get the vaccination if selected and offered the job.

How to Apply

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Important Notes / مقترحات هامة

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