Administration Coordinator, West & Central Africa Region
Description
Location: Dakar, Senegal
Position Status: Full Time, Regular
About Mercy Corps
Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have a long-term impact.
The Program / Department / Team (Program / Department Summary)
Mercy Corps expanding operations in West & Central Africa region consist of 10 countries including Benin, Niger, Burkina Faso, Liberia, Mali, Mauritania, Nigeria Central African Republic, Senegal and Democratic Republic of the Congo. This is a thriving and growing region with programming that covers all of Mercy Corps’ strategic pillars including food security, economic opportunities, water security, and peace and good governance. Mercy Corps’ programs in West Africa are undergoing both momentous humanitarian crises and significant development challenges that offer the opportunity to empower people to survive through crises, build better lives and transform their communities for good.
The Position (General Position Summary)
The Administration Coordinator oversees facilities and office management functions for Mercy Corps’ regional presence in West & Central Africa and ensures compliance with Field relevant policies and procedures, with support from the Regional Director.
Administration Oversight
- Oversee the smooth flowing of routine, administrative work of the Mercy Corps office and for program support operations;
- Ensure adherence to all Mercy Corps administrative procedures by support staff;
- Ensure office and personnel policies are in compliance with Mercy Corps Field Administration Manual and National Team Member Handbook;
- Prepare and implement guidelines for the operation of program support functions; in particular reception, photocopies, translation services, communications (phone) cleaners and office maintenance. Advise manager on alterations to policies, when necessary.
- Lead on preparing and implementing administrative and management policies and procedures. Advice on alterations and new policies when necessary;
Facilities Management
- Maintain proper inventory of office supplies and ensure all equipment (i.e. office telephones, access card, etc.) are in working order.
- Assume responsibility for all facilities management, including: process of identifying, negotiation and maintaining agreements for offices and houses. Updating the lease matrix regularly.
- Assume responsibility for maintaining and updated inventory of office furniture and assure that all staff office space is arranged according to their needs.
- Ensure proper functioning and maintenance of the office equipment and other facilities;
Travel & Residency
- Coordinate and oversee the pre-visa applications, work permits, residencies and extensions for all Mercy Corps expatriate staff.
- Act as focal point for Mercy Corps West and Central Africa (WCA) travel arrangements in WCA (international and national), assisting all visitors with travel arrangements, visa procedures, hotel bookings, sending welcome package to the them, coordinating with the logistics department for transportation needs, etc
- Act as focal point for events coordination, regional meetings, conferences, workshops, symposium, etc.
- Liaise with government agencies as directed by the Regional Director;
Documentation & Approval Workflow
- Monitor the movement of documents, approvals and signatures and ensuring proper custodianship of printed documentation for appropriate approvals.
- Review all monthly mobile phone and utilities bills and ensure that they are paid on time.
- Maintain a central filing system.
- Manage and safely keep spare keys for the office.
Other Functions
- Attend coordination meetings discussed and agreed upon by the supervisor.
- 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.
- Other duties as assigned.
- Update the contact information for all staff on a monthly basis.
Supervisory Responsibility
WCA Regional Office Driver, other Operations or Administrative positions as needed.
Accountability
Reports Directly To: Regional Director
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Minimum Qualification & Transferable Skills
- Minimum of 3 years experience with office administration or facilities management.
- Computer skills are required.
- Must be an independent thinker and have strong organizational skills.
- Demonstrated experience scheduling and managing staff from multiple departments.
- Fluency in French, English is a requirement.
Success Factors
The successful Administration Coordinator will be good at problem-solving and work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.
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
Living Conditions / Environmental Conditions
The position is based in Dakar, Senegal and may require, under exceptional circumstances, travel to support country programs, which may include travel to insecure locations where freedom of movement is limited and areas where amenities are limited.
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. 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.