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| Program Assistant | |||
|---|---|---|---|
| Country | Afghanistan | Province | Herat, |
| Categories | Program, | Type | Full Time |
| Post Date | 2023-04-06 | Close Date | 2023-04-15 |
| Vacancy No | MCA011-2023 | Gender | male female |
| No Of Jobs | 1 | Contract Duration | One year with possibility of extension |
| Education | achelors in administrative, public health, social science, engineering, or related degree. | Experience | 1-2 years of relevant experience in administrative work experience and strong technical knowledge of basic programs and financial management. |
| Organization | Opportunities for you | Salary | As per MCA Salary Scale |
About Company
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. Project/ Department Summary Mercy Corps works in places of transition, where conflict, disaster, political upheaval, or economic collapse present opportunities to build a more secure, productive, and just communities. Providing emergency relief in times of crisis, we move quickly to help communities recover and build resilience to future shocks, and promote sustainable change by supporting community-led and market-driven initiatives. Recognizing both the great potential and the complex challenges faced by Afghanistan, since 1986 Mercy Corps has been implementing a range of humanitarian assistance and development programs tailored to the specific needs of the country and of those communities where we work. Mercy Corps has implemented several key programs in the South and North of the country in key sectors such as agriculture and food security, skills development, renewable energy, natural resources management, community infrastructure, and job creation. More recently, Mercy Corps completed a WASH program focused on some of the major IDP/returnee settlements in and around Herat city in Western Afghanistan. Mercy Corps is currently preparing to implement a new program “Lifesaving integrated emergency response to vulnerable crisis-affected populations in Afghanistan” in the Herat, Kandahar, and Balkh provinces. This 23-month program is expected provide access to water and sanitation facilities, promoting Hygiene and providing emergency response MCPA and winterization. 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, colour, 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. 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.
Job Description
General Position Summary
The Program Assistant will be primarily responsible for supporting BHA program teams in Herat province. S/he will work closely with the field teams and other departments. This position will be responsible for supporting the program team to coordinate with different departments including Operations, Finance, and MEL; providing administrative work including program filing, organizing meetings, meeting minutes, tracking and consolidating of the program-related document, and ensuring sound coordination and information sharing.
Essential Job Responsibilities
- Assist the Multisectoral Program Manager in all tasks that facilitate the achievement of program deliverables.
- Prepare and track all procurement processes with any paperwork related to program administration and implementation, including but not limited to (Purchase Requests, Purchase Orders, Service Agreements, Contracts, and Payment Requests), and follow up on the invoices from the vendors.
- Manage the program filing system for all activities and ensure that information is organized accordingly to the reporting and auditing needs of the program. Ensure required levels of confidentiality.
- Support BHA program teams in getting AAM signatures and approvals.
- Responsible for the smooth operations of program functions including photocopies, and financial and operations documents.
- Responsible for filing and organizing program documentation in a clear and accessible manner.
- Responsible for maintaining and updating team calendar and team meeting documentation; in addition to maintaining updated program internal trackers.
- Provide a verbal and written translation for the program, as necessary.
- Assist in and facilitate workshops, trainings, and meetings preparation which includes material preparation, copying, and supply purchasing.
- Coordinate closely with the program coordinators to ensure proper logistics, administration, and human resources of the program are conducted within MC policy and with the maximum benefit to the program.
- Initiate and track procurement processes for purchase requests, purchase orders, and payment requests for infrastructure projects, hygiene materials, and emergency WASH services, in coordination with the Procurement Department.
- Coordinating timesheets of the BHA program team every month, before getting the supervisor’s approval.
- Must have strong organizational skills with the capacity to help contribute to developing and enhancing internal systems and processes.
- Must have strong organizational skills with the capacity to help contribute to developing and enhancing internal systems and processes.
- Adhere to all MC policies and procedures as outlined in MC policies and procedure manuals.
- 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.
- Ability to travel and follow up with other offices on administrative matters, as necessary.
- Organizing and managing schedules and calendars for the BHA senior management team.
- Attend meetings and record notes and messages for the BHA senior management team.
- Work with the BHA program team in other offices to manage the program filing system for all activities and ensure that information is organized according to the reporting and auditing needs of the program. Ensure required levels of confidentiality.
- Coordinate closely with the program coordinators, relevant to administrative and finance to ensure proper logistics, administration, and, human resources of the program are conducted within MC policy and with the maximum benefit to the program.
- Support the BHA team to document all the daily monitoring activities as per Mercy Corps’ requirements.
- Performs any other duty assigned by the supervisor.
Security
- Ensure compliance with security procedures and policies as determined by country leadership.
- Proactively ensure that team members operate in a secure environment and are aware of policies.
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 program participants 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 projects. - 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 venues.
Supervisory Responsibility: N/A
Accountability
Reports Directly To: Multisectoral Program Manager.
Job Requirement
- Bachelors in administrative, public health, social science, engineering, or related degree.
- 1-2 years of relevant experience in administrative work experience and strong technical knowledge of basic programs and financial management.
- Extensive knowledge and work experience in Afghanistan, and preferably in the Western Provinces including Herat.
- Good interpersonal and communication skills with the ability to achieve cooperation and agreement amongst diverse groups with competing priorities.
- Demonstrated ability to manage multiple priorities, deadlines, and tasks efficiently and with a calm attitude.
- Excellent time management skills and resourcefulness with strong attention to detail.
- Strong organizational skills.
- Honest and committed to compliance with all policies and procedures in all aspects of work.
- Good strategic thinking and planning skills with eagerness for innovation.
- Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members is required.
- Good knowledge of spoken and written English and Dari are required, Pashto is desired.
- Good computer skills in basic, office programs.
Submission Guideline
While sending your CV & Cover letter, please state the title/ subject line as:
MCA011-2023 Application for Program Assistant
*Application received after the closing date or with a different subject line will not be given consideration.
Only short listed candidates whose application responds to the above criteria will be contacted for interview. Interested candidates should send their Application to: af-vacancieskbl@mercycorps.org