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 long term impact.
The Position
The Operations Assistant will be responsible for the smooth day-to-day running and administration of the Mercy Corps Edinburgh office. Responsibilities include upkeep of front of house standards, reception management, arranging and setting up meeting rooms, utilities, mail and courier services, safety and security of the building and general administrative support.
Essential Responsibilities
MCE FACILITIES MANAGEMENT & RECEPTION
- Manage the front desk of MCEโs Edinburgh Office as receptionist: greet visitors; provide a welcoming, friendly and professional first impression of Mercy Corps in Edinburgh.
- Ensure phones are answered promptly, properly, and efficiently; take messages and direct calls.
- Sort and distribute incoming and outgoing mail and packages. Includes managing external courier suppliers.
- Organize and manage Edinburgh site access and key management.
- Order and stock office and kitchen supplies.
- Act as onsite project coordinator for repairs and improvements.
- Other duties as assigned or requested.
EDINBURGH OFFICE WORKSPACE
- Serve as the focal point for coordination of visitors (both internal and external to Mercy Corps), including setting up schedules and providing primary logistical support.
- Assist with the setup of and clean up for events as requested, including board meetings, field staff visits, outreach and development events, and delegation itineraries. Ensure that facilities are ready and available for conference calls, on-line seminars, brown bag lunches and MC-wide teleconference events.
- Along with rest of the operations team, provide catering consulting and coordination and help to provide coordination for office events both internal and external.
- Provide coordination for bi-annual team events including attendee management, interaction with external venues.
- Coordinate with the Executive Office on quarterly in-person team events
- Coordinate with IT team and Executive Office on monthly All Europe team meetings
- Keep up-to-date records of all internal events and visitors and ensure that kept abreast of any necessary updates.
- Arrange workspace for team members, interns and consultants and ensure that public spaces and spare offices are kept presentable. Responsible for appearance standards throughout the site.
- Act as on-site point of contact for Health and Safety.
MCE TRAVEL & TRAVEL EMERGENCY MANAGEMENT
- Lead on travel bookings and provide support and advice to team members.
- Ensure that travel invoices are completed and passed to finance in a timely manner.
IT SUPPORT
- Support the IT Manager as needed to purchase, maintain, and troubleshoot Edinburgh IT equipment. Coordinate with the IT Manager with regards to ongoing issues and equipment needs.
- Troubleshoot basic IT and AV issues.
- Provide support with mobile phones and desk phones, and update MCE phone list.
ONBOARDING
- Lead on scheduling onboarding for new hires
- Coordinate schedules for individuals facilitating quarterly onboarding sessions.
- Obtain feedback on onboarding process and quarterly onboarding sessions and highlight feedback to the Head of Operations & Data Protection continually improve the process.
- Facilitate operations and health and safety onboarding sessions.
- Update new start and leavers forms as required.
ARCHIVING & ASSET REGISTER
- Manage boxes going to and from the off-site archive.
- Update off-site archive manifest.
- Support Office Operations Manager in reporting on off-site archive
- Ensure asset register is updated and accurate.
Supervisory Responsibility
None.
Accountability
Reports Directly To: Office Operations Manager
Works Directly With: Office Operations Coordinator, IT Manager, IT Support Officer, HR Business Partner, External Travel Management Company
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.
Minimum Qualifications & Transferable Skills
- 1-3 years of professional experience in a fast-paced office environment, with emphasis on administrative services and/or facilities.
- Excellent computer skills required, including familiarity with MS Word, Excel and PowerPoint; comfort in working with IT functions a plus.
- Prior experience with coordination and management of travel schedules and meetings desirable. Sensitivity and experience in communicating with stakeholders from diverse sectors and backgrounds.
- Demonstrated ability to work well under pressure and cooperatively with team members and the ability to take direction as well as work independently.
- Overseas, international, non-profit experience and/or interest preferred.
Success Factors
The successful candidate will be able to represent Mercy Corps effectively and accurately to visitors to the Edinburgh Office. They will have healthy combination of professionalism and confidence and be comfortable working in a fast-paced, fluid environment. They should have strong multi-tasking, organizational and prioritization skills. Furthermore, the successful candidate will have excellent interpersonal, verbal, and written communication skills. The candidate will also be comfortable working both independently and as team whilst demonstrating flexibility and creativity in planning and problem solving. They will be a quick leaner who takes initiative and is accountable for results.
Living Conditions / Environmental Conditions
The position is based in Edinburgh and may require occasional travel to support the team.
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 worldโs 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 and have signed on to the Interagency Misconduct Disclosure Scheme. 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.
As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment.
Our screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process.