Operations Officer (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 Operations Officer shall support all administrative and logistical functions for the Beirut office, ensuring regular office functionality and access to facilities for varied departments. Reporting to the Office Operations Coordinator, 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 property leases, meetings and event arrangements within the Beirut team and visiting regional team members.

Essential Job Responsibilities

• Oversee the smooth flowing of routine, administrative work of the Mercy Corps office and program support operation;
• Ensure office space remains tidy and presentable;
• Maintain proper inventory of office supplies and ensure all equipment (i.e. office telephones, access card, etc.) are in working order;
• Support facilities management, including maintaining agreements for offices, expatriate apartments and/or guesthouses. Update the lease matrix regularly, and assist with negotiation and property inspections;
• Assume responsibility for maintaining and updated inventory of office furniture and assure that all staff office space are arranged according to their needs;
• Assist as needed with travel arrangements, visa procedures, hotel bookings, welcome packages and coordination with for transportation needs, etc.;
• Prepare and implement guidelines for the operation of program support functions; in particular reception, photocopies, translation services, communications (phone) cleaners and office maintenance. Advise the Office Operations Coordinator on alterations to policies, when necessary;
• Monitor the movement of documents, approvals and signatures, re-assigning responsibilities as required across hubs or country programs, and ensuring proper custodianship of printed documentation for appropriate approvals;
• Review all monthly mobile phone and utilities bills and ensure that paid on time;
• Ensure proper functioning and maintenance of the office equipment and other facilities;
• Manage the assignment and safe storage all access keys for office;
• Ensure that the checking in/out of Mercy Corps-owned equipment to authorized staff is adherent to MC’s Field Assets Policy;
• Schedule and conduct physical count of assets for the PSP program;
• Maintain office security by following safety procedures and controlling access via the reception desk; and
• Assist in processing payment requests and following up on invoices and expense reports related to events, accommodations, and office running costs.

Other Specific Duties

• Prepare and regularly update Operations dashboard and trackers;
• Ensure proper filing and documentation of all administrative documents related to his/her area of responsibility;
• Keep an updated and accurate track of all MC legal documents. File Mercy Corps documents as required;
• 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.

Accountability

Reports Directly To: Office Operations Coordinator

Works Directly With:  Area Director – Beirut, Director of Operations; relevant Country Office and Operations team members

Knowledge and Experience 

• Bachelor degree or equivalent is preferred
• Minimum 3 years’ experience with office office-running and administrative functions;
• Experience with NGO/INGO operations and requirements, inclusive of donor regulations, is preferred;
• Organization skills, problem solving, communication and negotiation skills, confidentiality, independent thinker;
• Excellent oral and written communication skills in both English and Arabic and be able to organize his/her work efficiently; and
• Excellent computer skills, inclusive of the creation and maintenance of tracking tools, spreadsheets and online databases..

Success Factors

• Must be conscientious with an excellent sense of judgment, and able to communicate issues and proposed solutions to relevant leadership;
• 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;