Administrative Officer (National Role)

The Program / Department Summary

Mercy Corps’ Ukraine crisis response seeks to meet the humanitarian needs of vulnerable Ukrainians and other conflict-affected people where they are: displaced inside Ukraine, refugees in Poland, Romania, and Moldova, or trapped behind frontlines. We aim to reach 500,000 vulnerable people with multi-purpose cash assistance, in-kind humanitarian support, and protection services across four countries. Almost all of our impact will be delivered in partnership: with Ukrainian, Polish, Romanian and Moldovan civil society organizations through a granting program that matches humanitarian action with capacity strengthening, and with peer international NGOs through a consortium in Ukraine.  Mercy Corps is responding to the Ukraine crisis with large-scale consortium programming with a focus on Multi-Purpose Cash Assistance (MPCA). The Consortium is a partnership between four international humanitarian aid agencies to model and deliver innovative, effective cash and other humanitarian assistance programs to support people affected by the Ukraine crisis within Ukraine.

General provisions

• The Administrative Officer is appointed to the position and dismissed from it by order of the Head of the Representative Office on the proposal of the manager of the department
• In its activities, the Administrative Officer is guided by the Constitution of Poland, laws of Poland, resolutions of Sejm and Senate, decrees and orders of the President of Poland, resolutions and orders of the Council of Ministers of Poland, internal labour regulations and other regulations, as well as this Description.

The Position

Administrative Officer oversees facilities and office management functions at the site, and ensures compliance with Field relevant policies and procedures, with substantive support from the Operations Director/Coordinator.

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Essential Responsibilities

• Manage and renew office and house/apartment rental agreements.
• Establish and maintain appropriate filing systems for office correspondence.  Receive and dispatch mail.
• Organize all country travel arrangements, including bookings, accommodations, visas, and ticketing for Mercy Corps staff and guests, and other logistics responsibilities as required.
• Keep and maintain accurate general inventory management records, including inventory tracking.
• Ensure that the office is run in a professional and responsible manner, including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
• Provide verbal and written translation support documents, contracts, meeting, statements, records, etc., as requested.
• Purchase of office supplies.
• Conduct themself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

Rights

Administrative Officer has the right:

• represent the department in other organizations on questions within the competence of the Operations team by the request of the Head of the Representative office, his deputy or the manager of the department
• receive, in accordance with the established procedure, from the employees of the representative office information, documents which are necessary to perform the duties assigned to the Operations team
• make proposals to the manager of the team on improvement measures of the work of the team.

Obligation

Administrative Officer is responsible for the quality and timely execution of the assigned tasks of the manager of the team; fulfilment of the rules of internal labour regulations, tasks and duties assigned by this Instruction.

Supervisory Responsibility:Admin Assistant, Cleaners

Accountability

Reports Directly To: Operations Coordinator

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.

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Minimum Qualification & Transferable Skills

• Minimum 2 years’ experience with office administration or facilities management.
• Excellent computer skills are required.
• Must be an independent thinker and have strong organizational skills.
• Demonstrated experience scheduling.
• Fluency in English and Polish is required.

Success Factors

The successful Administrative Officer will be good at coordinating admin tasks to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

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 world’s 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.