Operations Assistant at Mercy Corps IN KATSINA
Since 1979, we have helped people grappling with the toughest hardships survive – and then thrive. That’s the heart of our approach: We help communities turn crisis into opportunity. Throughout our history, Mercy Corps has demonstrated innovation, timeliness and the ability to adapt quickly to changing realities.
Experience3 years
Location Katsina
The Operations Assistant will:
- The Operations Assistant will oversee admin and logistics support functions for the Mercy Corps Office.
- Make travel/accommodation arrangements for staff,
- Making arrangements for all training, workshops, meetings, and general day-to-day administration in terms of compound and equipment maintenance and repairs.
- Assist Operations Manager in managing regular Inventory and assets.
- Provide monthly reports of Generator Use, Fleet Management, Facility Lease management, Courier and Shipping.
- Follow up with the Finance Unit to ensure that service providers’ accounts are settled on time.
- Read and have a clear understanding of the Mercy Corps Field Asset Management Policy, Field Facilities and Office Management Policy, and Field Warehouse Management Policy.
ESSENTIAL JOB FUNCTIONS:
Administration:
- Read and have a clear understanding of the Mercy Corps Field Administration Manual and all procedures.
- Support in running offices and the ability and readiness to step in when required
- Establishes and maintains appropriate filing systems for office correspondence. receive and dispatch mail.
- Support that the office is run professionally and responsibly, including hosting guests, cleaning, receptionist duties, and general contact and liaison with outside agencies.
- Ensure that the office has sufficient office supplies.
- Support the management of office consumables (office materials like stationery, cleaning & hygiene): that will include collecting requests every month, maintaining the stock, and monitoring the use.
- Make hotel reservations for all travelers, both local and international, and make other relevant travel arrangements, including sharing of welcome pack and telephone with the incoming visitors.
- Make sure all logistics arrangements are made and communicated to MC visitors and staff.
- Review hotel invoices for those hotels with which Mercy Corps has an agreement and prepare payments.
Fleet Management
- Drive MC vehicles as required for MC business.
- Adhere to all safety and communication protocols as per Mercy Corps policies and procedures.
- Insurance (Vehicle Insurance Contract Management, renewal, and Claims)
- Coordinating Vehicle Registration (New Vehicle Registration, Equipping, Tracking, Marking and Renewal)
- Coordinating Maintenance/Servicing (Monitoring daily vehicle checks, Routine Vehicle Servicing,
- Monitoring Fuel Management (Fuel Top-up Card Management, Report on Fuel Consumption, Monthly Fuel Private Mileage Reporting, and Generator.
- Log Sheet Management (Daily Monitoring of vehicle Log Sheet, Review of Vehicle Log Sheets, Reporting on Vehicle Log Sheets Monthly to finance)
- Supervise Car Hire Services management (Contract Management, Monitoring of Car Hire vehicles and drivers in line with MCN Standard, Logistics Arrangement – Assign Car Hire where needed, Process Payment, Maintenance of Feedback mechanism)
- Fleet Documentation Management: Maintain records for all vehicles
Warehouse Management
- Receive goods and cross-check the quantity with the goods received notes.
- Maintain and ensure the stock cards and bin cards in the Warehouse are updated daily.
- Maintain and update stock release daily.
- Dispatch goods from the warehouse using appropriate MC procedures, Store Release forms, Waybills.
- Do proper stacking of items in the warehouse to ease the physical counting.
- Conduct monthly physical counts of the items in the warehouse.
- Ensure the warehouse is clean and free from any infestation.
Assets Management
- Assist the Operations Manager in managing, tracking, tagging assets, and regular inventory,
- Assist the Operations manager in physical and financial reconciliation of all assets, accurate record keeping of all assets, donor assets, and exceptional items that require registration and movement tracking.
- Assist in asset Registration in the MCN offices.
- Assist in asset and regular inventory tagging.
- Asset Exit: checking in/out Mercy Corps-owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
- Asset Movement: support in filling asset movement forms.
- Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats.
- Physical Count: support Conduct quarterly random asset check in all field offices,
- Asset Tracking: maintain the stock of Mercy Corps assets that are not checked out and in use.
- Asset Disposal: support by ensuring all lost, damaged, sold, and stolen (or other) items are properly recorded in with an approved Disposal Assets form.
Facility Acquisition
- Receive Property Selection Request/information.
- Property Lease Initiation Request (PLIR)
- Raise Property Selection Memo
- Process payment
- Coordinating lease agreements
- Lease agreements renewal.
Power/Energy
- Diesel Management of generators by supporting, managing, and monitoring diesel consumption of generators, ensuring no poor handling and storage, poor mechanical condition of the generators, or overload situations.
- Maintain Generator Log Sheets (running logs, repair, and maintenance)
- Maintain and track daily and report monthly diesel and Consumables Purchase Log.
- Maintain Diesel Supply and Generator Repair/Maintenance Master Agreement contract
- Ensure Diesel storage is allowed within the country / regional law and ensure risk mitigation for fuel stored against fire risk
- Monitor the warranty and guarantee details of generators.
- Maintain and ensure Solar systems are up and running functionally and report any issues to the supervisor.
Courier/Shipment:
- Engage the Service provider for dispatch Services.
- Receive dispatch requests.
- Shipment tracking.
- Process dispatch Provider Services Payment.
- Review and monitor the Courier Service Providers contract.
Others
- 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 in Nigeria.
- Other duties as assigned.
KNOWLEDGE AND EXPERIENCE:
- A degree in a relevant business field is desired.
- Three years of proven driving experience in an INGO.
- One year of experience in Inventory Management, Logistics operations, or office administration.
- Strong organizational skills: ability to interact effectively with international and national personnel.
- Computer skills on MS Excel, MS Access, and MS Word programs.
- Previous experience in fleet management.
- Must be a local with in-depth knowledge and familiarity with the area of intervention.
- Fluency in both verbal and written English is highly preferred. The ability to communicate in Hausa is an added advantage.
- A willingness to travel throughout the project areas in the assigned Area of Responsibility
Method of Application
Interested and qualified? Go to Mercy Corps on recruiting2.ultipro.com to apply
