About Mercy Corps

Mercy Corps is an international Humanitarian organization operating Water and Sanitation, Economic Development, Livelihoods, Capacity Building, Emergency Response, Health and Nutrition, and similar sectors in the regions of SNNPR, Somali, Oromia, Addis Ababa and Dire Dawa. Mercy Corps works with communities, public and private sectors to implement appropriate relief, recovery and development interventions. Mercy Corps Ethiopia invites motivated and qualified candidates to apply for the following vacant position.

Position Title:  area support service officer(ASSo)

Duty Station:  Negelle, eTHIOPIA

Post Position: One

[Describe overview of job missioGENERAL POSITION SUMMARY:

In order to have a smooth implementation of the programme operational plan, the Support Service Officer plays a key role in the Area Team in ensuring compliance towards logistics, HR and Administration Area.

Working in the Support Service Function, under the direction of the Area Manager, the Support Service Officer is responsible on the day to day routine tasks of logistics, HR and Administration as well as monthly, quarterly and annual reporting. She/he is expected to produce reliable, accurate and timely Admin report in the three areas (Log/Admin/HR) for all stake holders involved in. The post holder should be forward looking, self-driven, operating under minimum supervision, and critical thinker in Area Office senior management role.  Furthermore, considering the various expected systemic changes in future, the post holder should be forward looking, change oriented and able to develop/train the team capacity in the changing environment.

This job requires 15% travel to the project sites directly managed by Mercy Corps as well as by sub grantees. The main objectives of the travel are compliance and monitoring (internal audit nature) of donor rules as well as MC’s internal policies and procedures. Where necessary the objective of the visit could also be capacity assessment or capacity building.           

ESSENTIAL JOB FUNCTIONS:

I.                    Logistics Management  (50% of Time)

II.                 Administration (25% of Time)

III.               Human Resource (25%)

I.                    Logistics Management [50% of Time]

1. Ensure that all procurement processes are handled effectively per Mercy Corps’s internal procedures as well as in line with the donor’s rules and regulations. Beyond the fairness of the price, ensure the quality of items to be procured is meeting the expected standard and the specifications are as requested by the programme technical staff or budget holder.
2. Ensure that all vehicle log management is handled effectively and all the necessary processes and procedures are completed per Mercy Corps’s internal policies and procedures as well as according to the donor rules and regulations
3. Provide timely and accurate vehicle log report and ensure the mechanisms by which drivers are accountable for the vehicle which they are given responsibility to drive carefully and maintain the vehicle condition in good standard.
4. Produce monthly vehicle utilization/performance report and submit this to the Roving PALM Supervisor or to the Addis based PALM Manager.
5. Produce all vehicle accident report with the required details and submit this timely. Follow up all insurance related matters as soon as accident take place.
6. Coordinate/Consolidate the monthly/quarterly procurement plan and submit this to the Area Manager copying the PALM manager based in Addis
7. Follow up all the logistics monthly and quarterly diary and provide the necessary report/information on time
8. Ensure that the commitment tracking sheet for the Area Office is filled appropriately and coordinate the information with the Area Finance Officer before it is submitted to the Regional Finance Coordinator
9. Ensure that all store or warehouse management works are done to the required standard. Ensure that Bin Card/Stock Card is regularly up to date and the physical count of the items is matching with the records in the card.
10. Provide monthly logistics performance report per the guidance from the PALM manager and discuss any material issues in the monthly operations/admin/finance meeting
11. Ensure that for all distribution take place, we have the copies of delivery note and the materials have reached the beneficiaries. Keep good standard filing system for distribution list and provide the information as and when requested by internal management or  auditors
12. Ensure the fixed asset registration is kept to a standard required and provide quarterly updates to the PALM manager. Ensure that the records kept indicate by which donor source each asset has been purchased
13. Provide support to the programme technical team in coordinating fleet management. Discuss the needs and the plan in the weekly mini operational meeting led by the Area Manager
14.  Ensure all leased or rented vehicle information is kept to adequate standard, the selection processes of service providers is fair and the documentation produced is good enough to be attached to the financial invoices. Follow MC’s internal policies and procedures applicable on procurement of good and services.
15. Provide support on all logistical arrangements for visitors
16. Ensure that all supplies required to run the project operation as well as the office is adequately handled.

II.                 Administration (25% of Time)

1. Together with the Area Manager, ensure the safety standard of staff, the premises we are working in and guest houses where visitors stay.
2. Together with the Area Manager, ensure the safety of staff during travel to the project sites
3. Ensure that we are keeping the copies of all regional state agreements in the office file
4. Ensure we are keeping all copies of lease agreements for office, guest house, warehouse in a proper file
5. Perform various administrative duties per MC’s internal policies and procedures
6. Ensure all local admin or legal issues are handled in a smooth way and do regular communication with the HR and Legal Director based in Addis

III.               Human Resource (25% of Time)

1. Ensure employees personal file which mirrors to the file kept in the Addis Office is maintained adequately at the Area Office level
2. Ensure that all temporary hires file is kept at the Area Office level and provide monthly report to the HR and Legal Director based in Addis
3. Support the Area Manager and other Senior Programme technical staff in all of the induction process of the new staff
4. Based on the schedule set, provide various HR related technical report to the Area Manager as well as to the HR and Legal Director based in Addis
5. Together with the Area Manager, be one of the primary focal person to implement MC’s HR policies and procedures in the Area Office

Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the three components above.

KNOWLEDGE AND EXPERIENCE:

·         Four years and more progressive experience in the non-profit organization and mainly experience gained in the INGO is required. 

·         Diploma or First Degree in Supplies Management, Administration, Human Resource, or Business Administration. Compensating Education + Experience can be considered.

·         Demonstrated competency with computerized software

·         Advanced computer skills in MS Office programs, particularly in Excel

·         Prior management experience and strong organizational skills

·         Excellent oral and written English skills

SUCCESS FACTORS:

·         Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented

·         Good computer skills (especially Microsoft Excel, Word Processing, and Outlook)

·         Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people

·         High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.

·         Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary

·         Excellent communication skills, written and oral are required.

·         Demonstrated cultural sensitivity and appropriate flexibility.

·         Emotional maturity and physical stamina.

·         Demonstrated experience in managing Matrix Reporting is needed 

·         Willing to travel to Mercy Corps field offices and project sites (15% of time.)