Administration Coordinator, West & Central Africa Region

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have a long-term impact. The Program / Department / Team (Program / Department Summary) Mercy Corps expanding operations in West & Central Africa region consist of 10 countries including Benin, Niger, Burkina Faso, Liberia, Mali, Mauritania, Nigeria Central African Republic, Senegal and Democratic Republic of the Congo. This is a thriving and growing region with programming that covers all of Mercy Corps’ strategic pillars including food security, economic opportunities, water security, and peace and good governance. Mercy Corps’ programs in West Africa are undergoing both momentous humanitarian crises and significant development challenges that offer the opportunity to empower people to survive through crises, build better lives and transform their communities for good. The Position (General Position Summary) The Administration Coordinator oversees facilities and office management functions for Mercy Corps’ regional presence in West & Central Africa and ensures compliance with Field relevant policies and procedures, with support from the Regional Director. Administration Oversight

• Oversee the smooth flowing of routine, administrative work of the Mercy Corps office and for program support operations;
  • Ensure adherence to all Mercy Corps administrative procedures by support staff;
    • Ensure office and personnel policies are in compliance with Mercy Corps Field Administration Manual and National Team Member Handbook;
      • Prepare and implement guidelines for the operation of program support functions; in particular reception, photocopies, translation services, communications (phone) cleaners and office maintenance. Advise manager on alterations to policies, when necessary.
        • Lead on preparing and implementing administrative and management policies and procedures. Advice on alterations and new policies when necessary; Facilities Management
          • Maintain proper inventory of office supplies and ensure all equipment (i.e. office telephones, access card, etc.) are in working order.
            • Assume responsibility for all facilities management, including: process of identifying, negotiation and maintaining agreements for offices and houses. Updating the lease matrix regularly.
              • Assume responsibility for maintaining and updated inventory of office furniture and assure that all staff office space is arranged according to their needs.
                • Ensure proper functioning and maintenance of the office equipment and other facilities; Travel & Residency
                  • Coordinate and oversee the pre-visa applications, work permits, residencies and extensions for all Mercy Corps expatriate staff.
                    • Act as focal point for Mercy Corps West and Central Africa (WCA) travel arrangements in WCA (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, etc
                      • Act as focal point for events coordination, regional meetings, conferences, workshops, symposium, etc.
                        • Liaise with government agencies as directed by the Regional Director; Documentation & Approval Workflow
                          • Monitor the movement of documents, approvals and signatures and ensuring proper custodianship of printed documentation for appropriate approvals