Program Support Officer

Employer: Mercy Crops

Job Type: Full Time

Location: Kathmandu

VACANCY ANNOUNCEMENT

Organization: Mercy Corps

Position: Program Support Officer – Only for Internal

Job Location : Kathmandu, with frequent travel to cluster offices, Nepal

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 has been operating in Nepal since 2005, implementing programs in food security, agriculture, market development, financial services, girl’s education, climate change adaptation and disaster risk reduction. We take a systems-based approach in our programming, with the aim of improving the lives and potential of vulnerable individuals and communities across Nepal.

Program / Department Summary

The operations department is committed to implementing and maintaining the highest standards of efficiency and integrity in daily Procurement, Administration, Logistics, Asset Management (PALM) and Information Technology for field offices Nepal. The overriding objective for all Mercy Corps operations activities are the prompt and effective provision of on-time solutions Mercy Corps’ targeted populations in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.

Mercy Corps is expected to begin a new program to enhance food and nutrition security, reduce future humanitarian caseload and improve the resilience of communities to recurrent shocks in the Karnali Province in Nepal, on or around October 1, 2020. The program will be a Multi-Year Emergency Food Security Activity funded by USAID’s Bureau for Humanitarian Affairs, and implemented in 6 districts (Mugu, Jumla, Kalikot, Surkhet, Achham, and Dailekh, with cluster hubs in Surkhet and Jumla) in the Karnali River Basin area. The new program, called “Building Hope Along the Karnali River Basin (Bhakari)”, is somewhat built upon many of the successes of the Nepal team’s previous Food for Peace program which ended in January 2020, the PAHAL program, but with some new districts and a much heavier emphasis on emergency response. It includes program components of agriculture and market systems, disaster risk reduction, water for productive use, natural resources management, and a large emphasis on a gender and social inclusion approach, all with a highly integrated multi-sectoral approach.

General Position Summary

The Program Support Officer is responsible for providing support to the BHAKARI program in procurement, administrative, logistics, office management, and other program related support activities in close coordination with the Programs, HR, Finance and Operations Department. In addition, this person is responsible for coordinating with the Chief of Party and Deputy Chief of Party from BHAKARI program to ensure that BHAKARI program complies to Mercy Corps minimum standards requirements, utilizing the minimum standards check-list, with focus on maintaining a proper documentation system and supporting the office setup process and smooth implementation of program through Kathmandu Office and Cluster Offices in Surkhet and Jumla.

This position is responsible for facilitating prompt and effective on‐ time solutions to the BHAKARI program in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications. Working closely with
the BHAKARI Chief of Party, Head of Operations, program teams, MC Administrative Officer, Deputy Procurement Manager, Procurement Officer, HR Officer, and field based Operation Staff is instrumental in supporting program activities through his/her services.

As Gender Equality and Social Inclusion (GESI) is cross-cutting for all Mercy Corps Program, the Deputy Procurement Manager is required to own this and ensure GESI sensitivity and integration to his/her respective areas of responsibilities.

Essential Job Responsibilities

STRATEGY & PLANNING

• Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
• Develop and organize activities to secure resources for programs and convince stakeholders to provide support.

PROCUREMENT

• Support Mercy Corps Projects are well handled in initiating compliant and timely procurement processes, receiving supply of goods, ensuring the required support for services needed for program teams, cluster offices andKathmandu office.
• Support Deputy Procurement manager for the proper documentation of procurement processes.
• Ensure adequate quality and quantity of materials/commodities, as per the sample provided by the vendors to the Procurement department.

ASSET MANAGEMENT
• Maintain and, as needed, update inventory and assess custodian tracker for all assets of the Mercy Corps and BHAKARI Program at the central office, as well as the regional field office and cluster offices.
• Make a schedule for the delivery of related inventories/ assets to field offices/program sites in coordination with the program, HR, and operations departments.

LOGISTICS MANAGEMENT

• In coordination with the Admin and Logistics Officer at Kathmandu and Cluster Offices, manage logistical and transport activities such as driver/vehicle scheduling, log books tracking (where applicable) and related logistical requests for BHAKARI central office.
• Ensure maintenance of BHAKARI vehicles in consultation with the Head of Operations.
• Work closely with the Administrative Officer to coordinate and arrange for meetings & workshops for the BHAKARI Program.

OFFICE ADMINISTRATIVE MANAGEMENT

• Responsible for liaison for follow up with government offices, departments and ministries for expatriate staff on visa and work permit, licences and renewal of vehicles.
• Coordinate and support outdoor event management organized by programs.
• Coordinate with and support the Admin and Log Officer, HR and Operation Staff to ensure timely payment of office and expat residence rent and utilities.
• Coordinate and follow-up with security services for safety and security of Mercy Corps Central Office, Field Office, Cluster Offices and expatriate residences.
• Support in lease of apartments and houses for expats.
• Coordinate and maintain stock of stationery and office supplies in all Mercy Corps offices for the project teams.
• Work closely with the Administrative Officer in issuing business cards for project staff members.
• In coordination with the Administrative Officer and the Head of Operations ensure general office maintenance, including safety & security.
• Ensure cleanliness and tidiness of office premises at all times.
• Support accommodation/travel arrangements for BHAKARI staff/international visitor’s/Consortium partners, in consultation with the Administrative Officer.

OTHER SUPPORT FUNCTIONS

• Support at the Kathmandu Office, Field Offices and Cluster Offices during the emergency response by supporting preparation of emergency response kits, field movement and staff safety and security.
• Create and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and Mercy Corps policies and procedures.
• Fulfill Mercy Corps’ Program Management Minimum Standards based on the organization-wide guide.
• Review and become familiar with Mercy Corps Field Procurement Policies and Procedures (FP3), Field Assets Management Policy, Field Facilities and Office management Policy, and Field Warehouse Management Policy.
• Coordinate closely with the Head of Operations and Chief of Party on progress made towards meeting minimum standards requirements and any deficiencies.
• Coordinate closely with all BHAKARI technical leads and managers to ensure full compliance to minimum standards and required contributions to the BHAKARI Program.
• Support the Chief of Party in preparing updates for BHAKARI regularBoard Calls on the Program’s status on minimum standards, again with focus on the Program File and the swift implementation of Plan.
• Ensure full compliance with all relevant Mercy Corps and donor guidelines; keep up to date with changing policies and guidelines.
• Maintain a proper filing system for all program files and related documents.
• Mercy Corps as a humanitarian agency is expected to respond as and when crisis and humanitarian situations engulf. As an MC employee, all staff are expected to be part of humanitarian and emergency response in addition to their regular roles and responsibilities in such situations.
• Assist Head of Office in conducting or arranging for training and/or other human resource development activities.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to the program and to not jeopardize its humanitarian mission;
• Other duties as assigned by the supervisor

TEAM MANAGEMENT

• Assist team members with information, tools and resources to improve performance & reach objectives.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members and community operate in a secure environment and are aware of policies.

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.

Supervisory Responsibility

Supervisory Responsibility: N/A

Accountability

Reports Directly to: This position reports directly to the Head of Operations with dotted line to the Chief of Party.

Works Directly with: BHAKARI Team, Operations Team, Human Resources Team, In‐country Team, Program, and Finance Team.

Knowledge and Experience

• Bachelor’s degree in Business Management, Office Management, or other related discipline.
• 3‐5 years of experience in office management for an international organization;
• A clear understanding of program support, office management, procurement, administration, logistics ethics and donor compliance is essential.
• Strong organizational skills and demonstrated ability to multi‐task and process information into action as to not delay program activities
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Previous experience with USAID funded projects is preferred.
• Excellent oral and written English skills and ability to interact effectively with international and national staff.
• Ability to work effectively with an ethnically diverse team in a sensitive environment

Success Factors

The Program Support Officer will demonstrate that s/he has a clear understanding of Office, Procurement, Administrative, Logistics management, ethics and donor compliance. S/he has the ability to multi‐task and process information into action as to not delay program activities. The Program Support officer should have the ability to act as an intermediary between program and operations staff to ensure smooth process flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies. S/hhe should be conscientious with an excellent sense of judgment. S/he should have the ability to work simultaneously on multiple tasks. S/he should also have the willingness and ability to work effectively with a wide variety of people, as well as have the ability to work as part of a team and coordinate with project personnel. The Program Support Officer is expected to be computer literate and with strong organizational skills and fluency in English. 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.

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. 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.

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Last date to apply: August 23, 2020

HOW TO APPLY

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