position description

POSITION DESCRIPTION
Title: Administrative Assistant
Location of office: Rabat, Morocco
Duration of contract: Six months contract, full-time
PROGRAM SUMMARY:
Mercy Corps is a global non-profit, non-governmental, humanitarian and development agency. We partner with
local communities, the private sector and civil society to put bold ideas into action to help people overcome
hardship and build better lives, now, and for the future. With a network of experienced professionals in more than
45 countries, we are active in more than 15 countries in Africa, and in 7 countries in the Middle East. Mercy Corps’
strategy in Morocco is to tackle inequalities and social exclusion by empowering people to become entrepreneurs or
proactively participate in Morocco’s growing job market.
Our work in Morocco includes:
 Economic Opportunity: Tacking inequalities and social exclusion through local economic development.
Growing women- and youth-led enterprises through a market-based approach; partnering with local actors
to provide financial and business training.
 Women & Youth: Addressing unemployment by supporting financial inclusion, employment skills and
vocational training to prepare women and youth for the job market.
 Partnership Incubation: Leading a multi-sectoral platform for collaboration between government, private
companies, and non-governmental organizations to build effective shared value and corporate social
responsibility partnerships.
POSITION SUMMARY:
The Administrative Assistant is a key Mercy Corps (MC) team member to assist in administrative, logisticsrelated tasks to support the organization's activities. The incumbent will ensure compliance with the policies
and procedures of Mercy Corps to archive correspondence, contracts and other office documents. The
Administrative Assistant will also assist in supporting Mercy Corps’s administrative policies and
procedures.
ESSENTIAL FUNCTIONS OF THE POSITION:
A. Administration.
1. Receptionist and correspondence drafting, delivery and receiving
• Receptionist for the office, answering telephone, email and in-person visits to the office.
• Receives mail and email, and distributes correspondence to appropriate recipients.
• Assist in drafting correspondence for Mercy Corps staff and mailing or emailing to recipients;
• Archive and distribute courrier deliveries.
2. Management of supplies
• Manage office supply storage area, including ordering supplies at the end of each month for
office supplies.
• Track all office supply use in the office.
• Report any problems in the management of office supplies to supervisor.
3. File management, storage and archiving
1
 Manage file system in the office, including supporting other team members to comply with
file management, storage and archiving policies and procedures.
B. Logistics
1. Oversee the procurement activities, including the management and filing of supporting
documentation, including training of staff members on proper procedures for procurement.
2. Proceed with the collections offers and invoices in accordance with policies and procedures. Assist
staff to follow logistic policies and procedures.
3. Develop price list of materials / supplies and equipment, and ensure it is updated as necessary.
4. Manage asset management directory, and facilitate the transfer of goods between staff members as
needed.
Other essential functions
1. Mercy Corps Team members represent the agency both during and outside of work hours when
deployed in a field posting or on a visit to a field posting. 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 venues.
2. Other duties as assigned.
ACCOUNTABILIY TO BENEFICIARIES:
Mercy Corps team members are expected to support all efforts towards accountability, specifically to our
beneficiaries and to international standards guiding international relief and development work, while
actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our
field projects.
SUPERVISORY RESPONSIBILITIES:
None.
REPORTS TO: Director
COLLABORATES WITH: All Mercy Corps Morocco team members.
KNOWLEDGE AND EXPERIENCE:
• Prior work experience of at least two years in administrative/logistics position, preferably in an
international organization.
• A Bachelor’s Degree in Administration, Management or related fields.
• Excellent organizational skills and the ability to bring order to disorder.
• Excellent knowledge of computers (Microsoft Office and Google applications).
• A willingness to quickly learn principles and procedures.
• Ability to take initiative and work independently.
• Required to speak and write French and Arabic fluently; English (written and oral) is desired.
SUCCESS ELEMENTS FOR THIS POSITION:
• Have skills in administration and organizational management.
• Have a versatile and proven ability to organize and prioritize tasks.
• Have the ability to communicate effectively with team members.
• Have the flexibility and creativity in planning and problem-solving.
• Have the ability to learn quickly, to take the initiative and report results.
• Be aware and have the sensitivity of multicultural international development work.
• Ability to work under pressure.
Please send your cover letter along with your CV before May 27, 2016, at the following address:
[email protected] Please put the job title in the subject line of the email.