Closing date: 15 Jan 2012
PROGRAM/ DEPARTMENT SUMMARY:
The Administration and Facilities (A+F) Department is responsible for all administrative and facility management functions for the Mercy Corps Global Headquarters in Portland and the agency-owned sub-offices in Cambridge MA, Washington DC and other US sites. The department provides support offices through the provision of services that include but are not limited to property, space, and asset management; mail and shipping; procurement; front desk-reception management; implementation of the employee commuting program; and oversight of all safety and security. Mercy Corps team members working out of the DC office frequently liaise with colleague agencies, government donors and congressional staff in order to engage in policy discussions and promote Mercy Corps’ programs and strategies.
POSITION SUMMARY:
The Office Administrator provides overall management and administrative coordination of the DC office. This position is critical to ensuring necessary operational support and a professional impression to the Mercy Corps team and frequent visitors, including administrative support and facilities operations.
ESSENTIAL JOB FUNCTIONS:
Administrative Support
- Manage the Front Desk as receptionist: greet visitors; provide a welcoming and friendly and professional first impression of Mercy Corps. Ensure phones are answered promptly, properly and efficiently; take messages and direct calls.
- Sort and distribute incoming and outgoing mail and packages. Includes managing couriers and FedEx and DHL shipments.
- Participate in preparing administration and facilities budget and so that the facilities maintenance will have adequate funds for its operation. Oversee and manage expenditure of the DC office administration budget by reconciling expense and credit card statements in a timely and efficient manner, in coordination with Mercy Corps’ Finance Department.
- Maintain petty cash system, including disbursement, maintenance, reconciliation and reporting.
- Manage, review, approve and submit in a timely manner all administrative and facilities invoices for accounting processing.
- Organize and manage site access and key management.
- Point-person for offsite documents storage, processing pickups and removal of documents. Develop and Implement plans for storage and archival of historical CMG documents and materials.
- Provide administrative and concierge services to onsite Mercy Corps team and visitors as needed.
- Manage operating inventories. Order and stock office supplies. Restock bathrooms.
- Participate in the development of policies and procedures that affect the use of supplies and facilities.
- Serve as vendor point-of-contact for office-related services and property management service providers, including vendor selection, oversight, performance management and quality assurance and service agreements, including supplies, publications, equipment, utilities, janitorial, repairs and maintenance, landscaping, snow removal, coffee and catering.
- Manage office calendar, including travel, major house events, area profile raising events, and more. Coordinate scheduling and use of conference rooms. Schedule meetings and appointments for team members as requested.
- Assist with the setup of and cleanup 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. Provide catering consulting and coordination for events.
- Develop and manage onsite space use strategy to ensure effective workspace for onsite team and visitors. Includes coordination of office moves as necessary. Arrange work space for team members, interns and consultants and ensure that public spaces and spare offices are kept presentable. Responsible for appearance standards throughout the site.
- Support travel services for visitors. Coordinate accommodations, including local hotel bookings or attic apartment arrangements as requested. Provide real-time support for guests using Mercy Corps’ facilities. Develop and refine tools to facilitate use of third floor and office space by guests. Provide information on local hotels to guests and Mercy Corps team.
- In coordination with HR, conduct new hire orientation for DC team members.
- Oversee maintenance of office equipment through preventative maintenance programs. Troubleshoot malfunctions and coordinate maintenance and repairs with vendors. Maintain equipment inventories, and evaluate new equipment. Document installation, configuration and troubleshooting procedures.
Facilities Operations
- Ensure the safety of the building from fire, theft and other hazards by initiating a regular protocol on safety measures in the office. Work with the Director of Administration and Facilities to develop a comprehensive, site-specific safety, security and emergency-preparedness plan. Implement safety plan and procedures, including periodic evacuation and preparedness drills.
- Ensure all security systems are in working order and used properly by all Mercy Corps team. Prepare pertinent records and reports for the safety of the Mercy Corps team and ensure that all team members are trained in office safety and security.
- Liaise with landlord to ensure all building services are provided in accordance with the lease.
- Ensure that all the facility systems and equipment operate properly. Initiate interventions to solve problems in the facilities. Create monitoring systems to detect problems as early as possible. Maintain accurate records of the condition of facilities systems and equipment.
- Develop a system for cleaning, repair and maintenance of facilities.
- Develop back-up or alternative systems for common problems such as power shortage.
- Recommend, monitor and maintain utilities and conservation efforts.
- Act as onsite project coordinator for repairs and improvements.
Organizational Learning
As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability 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 RESPONSIBILITY: None
ACCOUNTABILITY:
REPORTS DIRECTLY TO: Director, Administration + Facilities
REPORTS INDIRECTLY TO: VP, Global Engagement and Policy
WORKS DIRECTLY WITH: DC Mercy Corps Team, HQ Administration + Facilities
KNOWLEDGE AND EXPERIENCE
- B.A. or B.S. in a relevant field.
- 2-3 years of professional experience in a fast-paced executive environment, with emphasis on Administrative Services and/or Facilities.
- Excellent interpersonal, verbal and written communication skills.
- Multi-tasking, organizational, and prioritization skills.
- Demonstrated ability to work well under pressure and cooperatively with team members.
- The ability to take direction as well as work independently.
- Comfort with IT functions a plus.
SUCCESS FACTORS:
The successful Office Administrator will exhibit a professional demeanor and remain calm and pleasant under all circumstances including stressful deadlines. The ability to multi-task with appropriate attention to detail is required. The Office Administrator must be conscientious and dependable with a good sense of humor.
LIVING / ENVIRONMENTAL CONDITIONS:
This position is based in Washington, DC.
Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY 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 in-country venues.
Mercy Corps is an AA/EOE.
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