The Position Summary
The Operations Assistant is responsible for facilitating programs operational support for Mercy Corps Kenya (MCK) Wamba Field Sub-office. Working closely with Program teams and Field Office Operations team, the Operations Assistant is instrumental in supporting program activities through his/her services in matters procurement, logistics, and general field office administration.
Essential Job Responsibilities
PROCUREMENT
Daily handling of MC procurement activities at field sub-office level in close consultation with the Field Operations Officer.
Collect quotations and bids from the field market for PRs as per Mercy Corps standards and formats.
Directly interact with field vendors during solicitation of quotations – explain MC procurement standard forms/procedures and ensure that vendors are compliant with the same.
Prepare the required documentation of procurement transactions and ensure compliance with MC standards.
Maintain thorough procurement files as outlined in the Field Procurement Policies and Procedures.
Facilitate timely processing of due payments to vendors in collaboration with originators and finance department.
Maintain an updated data base of field market prices of commonly procurement goods and services
LOGISTICS
General management of agency vehicles in close consultation with Operations Officer.
Ensure that all field vehicles are safe and road worthy.
Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets to the Operations Officer
Schedule vehicles use and movement plans to meet programmatic and operational needs.
Oversee fuel purchase and closely track consumption in coordination with gas station(s)
Organize regular service schedules for vehicles and ensure repairs are done in a timely manner.
Responsible for ensuring fleet safety measures are fully implemented and adhered to in accordance with MC fleet management policy/SOPs.
Ensure that security incident reports are completed and filed (if related to vehicles).
Responsible for Warehouse/Stores management and reporting.
Facilitate proper asset management; maintain proper and updated asset register in close collaboration with the Operations Officer.
ADMINISTRATION
Responsible for sub-office premises general facility management including security and hygiene upkeep and maintenance.
Facilitate procurement of general office supplies for running the sub-office office.
Assist with scanning, copying, printing and uploading of financial documents on relevant folders.
Assist Finance Officer with field cash reimbursements if any.
Ensure all finance documents are properly labelled, filed and stored in a clear and easily accessible manner following Field Finance Manual
Coordinate general office management tasks at sub-office level.
Supervisory Responsibility
Drivers, Cleaners, Guards
Accountability
Reports Directly To: Head of Sub-office with a dotted management line to the Operations Officer
Works Directly With: The Sub-office Program team and Field Office Operations team
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
At least 2 years of experience in logistics and/or supply chain management.
Must demonstrate understanding of logistics procurement and administration ethics and good management skills with diverse team with large flow of information and activities.
Must be able to work independently and prioritize, show initiative experience in an NGO setting.
Good report writing skills and ability to make recommendations for improvements; strong computer (MS Office) skills, filling and organizational skills.
Valid driving license; willingness to travel throughout field office when required
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