Ended Administration and IT Officer
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: ADMINISTRATION & IT OFFICER - SOUTH
Number of Vacancy: 1
Duty Station: Taiz inside city (Enclave ) –Yemen
Position Category: Full-time AND Regular
Duration of Assignment: 8 months
Deadline : 31 Dec 2021
Program / Department Summary
The Mercy Corps Administration & IT (Operations) department is responsible for effective and timely support to programs. As part of Operations team, the incumbent of this position has key role in admin functions in Enclave, including utilities, properties management, communication, stationary, IT network management and maintenance, IT equipment administration etc. This position is also responsible for coordinating with other operations and program staff at the Enclave Office & Aden office for IT purposes and country level.
GENERAL POSITION SUMMARY:
The Admin & IT Officer will be responsible for all Administration & IT functions in the Enclave Office and IT functions in Aden office under the direct supervision of Operations Coordinator-South and in close cooperation with the IT & T4D Manager. The Admin & IT Officer will be responsible for implementing IT & Administration policies and procedures, as outlined in the Mercy Corps IT policies and Mercy Corps Administration Manual.
The Admin & IT Officer will assist the Operations Coordinator to improve administration system in Enclave Office and IT system in Enclave and Aden Offices.
ESSENTIAL JOB FUNCTIONS:
Essential Job Responsibilities
Documentation & Compliance:
Ensure that all operations related to administration and IT are well documented, are in compliance to all operations frameworks and set down policies and procedures by:
- Read and understand the Global Mercy corps IT Systems Policy on appropriate use. Orient staff on appropriate use and monitor use activities to ensure adherence to these policies.
- Conduct staff training on computer basics and the use of MS Office applications and networking. Assist, as needed, with developing databases or other windows application needs for program and operational staff
- Responsible and confidentiality of any information identified as sensitive.
- Regularly update anti-virus programs and ensure the entire network and computers are virus-free;
- Undertake the repairing and maintaining of LAN-s, internet systems and general IT maintenance and training– as per needs outlined by the Operations Coordinator, South and IT & T4D Manager.
- Seek guidance for troubleshooting with IT equipment from IT & T4D Manager in Sana’a
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms and brochures)
- Provide basic and accurate information in-person and via phone/email
- Receive, sort and distribute daily mail/deliveries
- Ensure proper management and coordination of staff travel arrangements including road travel and lodging/accommodation.
- Greet and welcome guests as soon as they arrive at the office
- 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.
- Process monthly utility payments for telephone, Internet, electricity, mobiles, newspaper and water supply.
- Responsible for petty cash management.
- Other duties as assigned by the direct supervisor and/or Director of Operations
- Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
Ensure that Admin and IT in Enclave Office and IT in Aden Office are managed in the most cost – effective and efficient way by being responsible for monitoring, collating, analyzing and compiling the following reports:
- Monthly Stationary Report;
- Monthly IT Report;
- Update the Lease Matrix;
- Update staff contact lists;
- Update inventory lists;
- Any other operations related reports and KPIs that may be request by the Director of Operations.
- 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.
- Cleaner in Enclave;
- Temporary Handyman
REPORTS DIRECTLY TO
Operations Coordinator - South
WORKS DIRECTLY WITH
Finance Enclave, Program Managers, Safety & Security Officer Enclave, Operations team in Aden, IT & T4D Manager and Director of Operations.
KNOWLEDGE AND EXPERIENCE:
- University degree in business administration, IT Science ore related field;
- A minimum of three years’ experience in Information Technology System (IT);
- A minimum of two years’ experience in Administration Management with humanitarian organization;
- High level of integrity and the ability to maintain the confidentiality of sensitive information;
- Excellent teamwork and a positive attitude including abilities to coordinate well with diverse individuals and teams and to negotiate effectively with colleagues and stakeholders to achieve results;
- Detail-oriented and excellent skills in problem-solving and results-oriented approach;
- Previous experience working with USAID-funded programs preferred
- Strong computer skills and office programs.
- Strong communication skills, both oral and written; and
- Fluency in English is required.
Ability to interact effectively with national and international stakeholders, and a demonstrated ability to multi-task, meets deadlines and process information to support adaptation of program activities. Demonstrated high professional work ethic, willingness, and ability to enforce compliance with Mercy Corps and donor policies. Strong commitment to teamwork and accountability. Willing to travel to project sites in rural locations on a regular basis. Attention to detail and ability to work independently.
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 based on 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 meet 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. 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.
Mercy Corps Team members represent the agency both during and outside of work hours. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps' policies, procedures, and values at all times and in all in-country venues. Must be willing to travel throughout the country and be available for emergencies.
- 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 Participants
- Mercy Corps team members are expected to support all efforts toward accountability, specifically to our participants and to international standards guiding international relief and development work, while actively engaging participant communities as equal partners in the design, monitoring and evaluation of our field projects
Interested and qualified candidates should:
- Use this link to apply for the position following the right application process.
- Send their application in English language, filling all required information and attach a copy of their CV.
- We highly encourage female candidates to apply.
- Only shortlisted candidates will be contacted.