Administration Officer

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Mercy Corps began working in Kenya in 2008 and has to date built a robust and diverse portfolio in working to enable Kenyans affected by poverty, resource scarcity and conflict – in particular youth, women, adolescents and marginalized communities – to be healthy, productive and to drive peace and development of their communities. To do this, we deliver integrated programming to strengthen resilience, market and governance systems, address the root causes of conflict, and equip vulnerable populations- in particular youth, women, adolescents and marginalized social groups- with the skills, opportunities and resources they need to be healthy, productive and to drive the development of their communities. Mercy Corps Kenya also collaborates with neighboring countries to implement a number of multi-country and cross-border programs.

Program / Department Summary

The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. The overriding objective for all administration and logistics operations is the prompt and effective provision of support services to Mercy Corps’ beneficiary populations in compliance with donor specifications.

General Position Summary

The Admin Officer will oversee admin support functions for the Mercy Corps Nairobi office. This will include Nairobi office administration, coordination travel/accommodation arrangements for Kenya Programs team members, assisting the Admin Coordinator in making arrangements to all Nairobi based training, workshops, meeting and general day to day administration in terms of compound and equipment maintenance and repairs.

Essential Job Responsibilities

ADMINISTRATION

• Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Kenya Law and Mercy Corps donor policies
• Organize accommodation and logistics for national staff (all Kenya Programs)
• Facilitate domestic flight reservation for national staff Kenya programs, verify and certify page 2 of travel approval forms.
• Monitor performance of preferred hotels (for national staff) and travel agents in Nairobi.
• Monitoring and processing of hotel (national staff) and travel agent payments.
• Quarterly reconciliation of MSA statements of accounts to ensure that MC is upto date with payments including field office MSAs.
• Identify and ensure the provision of necessary administrative guidance to national staff;
• Liase with Admin Coordinator to assist Mercy Corps team members regarding the relations with local authorities; liaise with government offices, UN agencies, NGOs, as required
• Process payments to vendors for all Nairobi office invoice for example but not limited to office internet, Hygiene bin providers, Telkom bills in liaison with the Admin Coordinator and Operations team
• Raising Purchase requests in liaison with the Procurement team
• Managing petty cash
• Manage the usage of MCK Nairobi office parking space in close collaboration with the Logistics Coordinator and the premises management.
• Managing biometric system in liaison with Admin Coordinator, P&C and IT Officer

SAFEGUARDING RESPONSIBILITIES

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
• Encourages openness and communication in their team, encourages team members to submit reports if they have any concerns using reporting mechanisms e.g. Integrity Hotline and other options

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
• 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

Supervisory Responsibility: None

Accountability

Reports Directly To: Administration Coordinator

Works Directly With: The Program team, Operation teams, Finance team, and entire MC Team Members

Knowledge and Experience

• BA/BS degree in a relevant field
• Minimum of 3-5 years field experience in administrative or operational support functions, including procurement, logistics and human resources management, with a humanitarian non-governmental organization, including two years in a field emergency/relief setting
• Experience in setting up and managing administration and logistics management systems
• Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies
• Excellent negotiation, representation skills and the ability to work comfortably with an ethnically diverse staff
• Demonstrated attention to detail, ability to follow procedures and meet deadlines
• Demonstrated ability to live, work and solve problems independently and effectively in extremely remote locations
• Demonstrated ability to effectively manage multiple teams in different locations in a high pressure environment
• Strong computer skills in Microsoft Office applications required

Success Factors

They will be Meticulous with an excellent sense of judgment, ability to: multitask, work independently, prioritize and show initiative as well as ability to coordinate and work effectively with diverse teams in a multi-cultural set up and thorough understanding on logistical challenges, market mechanism and supply chain dynamics.

Living Conditions / Environmental Conditions

The position is based in Nairobi.

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. By applying for this role an applicant confirms that they have not previously violated an employer’s sexual misconduct, sexual exploitation and abuse, child safeguarding or trafficking policy. 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 e-learning courses upon hire and on an annual basis.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).