1 - NG - Operations Assistant

Operations Assistant

The Operations Assistant will oversee admin and logistics support functions for the Mercy Corps Office. Responsibilities include making travel/accommodation arrangements for staff, arranging for all training, workshops, meetings, and general day-to-day administration in terms of compound and equipment maintenance and repairs. The assistant will assist Operations Manager in managing regular inventory and assets, and provide monthly reports of generator use, fleet management, facility lease management, courier, and shipping.

Essential job functions include:

• Administration: Understanding Mercy Corps Field Administration Manual and all procedures, running offices, establishing and maintaining filing systems, ensuring office supplies, and managing office consumables.
• Fleet Management: Driving MC vehicles, adhering to safety protocols, managing vehicle insurance, coordinating vehicle registration, monitoring fuel management, and maintaining fleet documentation.
• Warehouse Management: Receiving goods, updating stock cards, dispatching goods, stacking items, conducting monthly physical counts, and ensuring warehouse cleanliness.
• Assets Management: Assisting in asset registration, tracking, tagging, and inventory, conducting quarterly random asset checks, and ensuring proper disposal of assets.
• Facility Acquisition: Receiving property selection requests, initiating lease agreements, processing payments, and coordinating lease agreements.
• Power/Energy: Managing diesel consumption of generators, maintaining generator log sheets, tracking diesel and consumables, ensuring diesel storage compliance, and monitoring warranty and guarantee details.
• Courier/Shipment: Engaging service providers for dispatch services, tracking shipments, processing payments, and reviewing courier service contracts.
• Others: Conducting oneself professionally, bringing credit to Mercy Corps, and performing other assigned duties.

Knowledge and experience required include a degree in a relevant business field, three years of proven driving experience in an INGO, one year of experience in inventory management, logistics operations, or office administration, strong organizational skills, computer skills on MS Excel, MS Access, and MS Word programs, previous experience in fleet management, local knowledge and familiarity with the area of intervention, fluency in both verbal and written English, and willingness to travel throughout project areas.

Accountability includes adherence to Mercy Corps Field Procurement Manual, Field Asset Management Manual, Fleet Management and Warehouse Management Policy Guidelines, in-country policies and procedures in logistics and procurement management, and MC Code of conduct regarding procurement activities and MC Conflict of Interest policy. Reports directly to the ICT and Operations Coordinator, with supervisory responsibility for cleaners and cooks.