Office Operations Coordinator (Applications will only be accepted if submitted through the link provided)

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.

Program / Department Summary

As complex humanitarian crises across the Middle East continue; more than 11 million people have been displaced from their homes and the number relying on humanitarian assistance continues to grow. With a large and complex portfolio of work across the region, Mercy Corps has been meeting the needs of conflict-affected communities in the region for over a decade. Mercy Corps has established itself as an analytical, strategic and flexible responder, adapting continually to shifting front lines and operational realities to respond effectively and efficiently through multiple modalities with teams across the response region.  Mercy Corps currently has an experienced team of staff and local partners based in Lebanon who are supported and led by a Regional Team based in Amman that ensures consistency and quality both technically and programmatically.

General Position Summary

The Beirut office currently hosts the Partnership Support Program Team, the Subawards and Compliance Team, the Humanitarian Analytics Team, Advocacy, Humanitarian Coordination, and additional support staff. The Office Operations Coordinator shall provide oversight to office functioning and administrative support and logistical functions for the varied departments, as well as ensuring close coordination with Mercy Corps regional movements from Amman and other regional country programs. S/he shall be responsible for ensuring the smooth movement of people, material and documents throughout MC’s Beirut presence, and will serve as a go-to focal point for internal stakeholders in relationship to the Mercy Corps Lebanon country office while ensuring further accountability to regional actors in Amman.

Essential Job Responsibilities

Office and Administrative Oversight

• Oversee facility management, including offices and individual housing; ensure that security standards are maintained at all premises, and in keeping with the Field Facilities & Office Management Policy;
• Ensure administrative and office management systems are implemented as described in global, regional, and Lebanon country program policies and best practices, with coordination between the Mercy Corps office in Amman and the Lebanon country program;
• Oversee the Operational budget for Beirut regional office, inclusive of all utilities, office supplies, cleaning and maintenance services, and other facility management costs;
• Develop and periodically review country or field office specific policies and communicate them to teams;
• Assume responsibility and coordinate for identification, negotiation, and maintaining lease agreements for offices and houses, while ensuring updates to the lease matrix regularly;
• Maintain proper inventory of office supplies and ensure all equipment (i.e. office telephones, access card, etc.) are in working order.
• Assume responsibility for maintaining an updated inventory of office furniture and assure that all staff office spaces are arranged according to their needs.
• Prepare and implement guidelines for the operation of program support functions; in particular reception, photocopies, translation services, communications (phone) cleaners, and office maintenance. Advise on alterations to policies, when necessary;
• Under supervision of the Director of Operations and with consideration of Beirut teams’ requirements, lead in preparing and implementing administrative and management policies and procedures. Advise on alterations and new policies when necessary; and
• Support Administrative initiatives and priorities of the Mercy Corps Middle East Regional department, and/or MC Global actors based in Amman hub.

Strategy and Vision

• Provide  support, coordination; supervisory assistance and monitoring to the Area Director – Beirut, in order to assist in meeting departmental objectives;
• Contribute to the country strategic planning process and provide regular updates; and
• Coordinate effectively with Mercy Corps Global Procurement and Logistics unit, and Finance and Compliance Support Unit, as needed, to ensure that overall operations structure reflects the best practices of the agency.

Travel and Event Coordination

• Act as focal point for Mercy Corps vis-a-vis arrival arrangements in Beirut (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;
• Coordinate with Travel & Admin Manager, and HR/Admin Assistant, for managing pre-visa applications, residencies, extensions et al, for expatriate staff or visitors;
• Ensure that appropriate contacts list and security protocol are shared prior to travel and/or arrival;
• Act as focal point for event coordination, regional or country program meetings, conferences, workshops, symposia in Beirut;
• Coordinate with the Travel & Admin Manager on arrivals/travel planned in and out of Beirut, to ensure the appropriate communication is made for travelers; and
• Coordinate with the Operations Officer on fleet management and vehicles requirements for the Beirut office.

Other Specific Duties

• Ensure that monthly Operations dashboards and trackers are kept up-to-date and relevant;
• Ensure proper filing and documentation of all administrative documents related to his/her area of responsibility;
• From time to time, and at the direction of the Area Director or Director of Operations, coordinate with in-country legal counsel for providing written legal guidance on changing rules and regulations within Lebanon;
• Ensure that expense reports and payment requests are being processed in a timely manner, and in accordance with Finance department reporting times;
• 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; and
• Other duties as assigned.

Supervisory Responsibility

Operations Officer
HAT Administration Officer (50%)

Accountability

Reports Directly To: Area Director – Beirut

Works Directly With:  Director of Operations – Amman; Travel & Administration Manager; Directors PSP/HAT/Subawards & Compliance relevant Finance, Human Resources and Safety & Security team members

Knowledge and Experience

• Minimum 5 years’ experience with office administration or operations functions, NGO experience preferred;
• Bachelor’s degree required, Master’s degree preferred;
• Organization skills, problem solving, communication and negotiation skills, confidentiality, independent thinker;
• Will require a clear understanding on all MC policies and program needs to ensure the smooth, uninterrupted implementation of all MC programs; and
• Excellent oral and written communication skills in both English and Arabic and be able to organize his/her work efficiently; written Arabic skills for official documentation is a must.

Success Factors

• Must be conscientious with an excellent sense of judgment, and able to communicate issues and proposed solutions to relevant leadership;
• A service-based approach to work functions and problem-solving;
• Ability to work simultaneously on multiple tasks;
• Willingness and ability to work effectively with a wide variety of people;
• Ability to work as a part of a team and coordinate with project personnel; and
• Computer literate and strong organizational skills.