PROGRAM ADMIN AND REPORTING OFFICER

Program
Herat
January 1, 2024
Full Time
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Job Description

About Mercy Corps:

Mercy Corps is a global organization dedicated to creating a better world. Operating in over 40 countries, we work in places of transition, partnering to implement solutions that help people triumph over adversity and build stronger communities.

Project/Department Summary:

Mercy Corps focuses on building secure, productive, and just communities in areas of conflict, disaster, political upheaval, or economic collapse. With a presence in Afghanistan since 1986, Mercy Corps tailors humanitarian assistance and development programs to address specific needs. Current initiatives include agriculture, food security, skills development, renewable energy, natural resources management, community infrastructure, and job creation.

Diversity, Equity & Inclusion:

Mercy Corps is committed to diversity, equity, and inclusion, fostering a culture of trust and respect where individuals contribute their unique perspectives. This commitment is an ongoing journey, with a dedication to learning, listening, and evolving to become more diverse, equitable, and inclusive.

Equal Employment Opportunity:

Mercy Corps is an equal-opportunity employer, actively seeking diverse backgrounds, perspectives, and skills to strengthen its global impact. Discrimination on any basis is not tolerated, and the organization is committed to providing equal employment opportunities to all.

Safeguarding & Ethics:

Mercy Corps prioritizes respect and dignity for all individuals encountered through its work. The prevention of sexual exploitation and abuse, adherence to local laws and customs, and commitment to a safe and inclusive work environment are integral to the organization’s values.

Job Description:

General Position Summary:

The Program Admin and Reporting Officer will support BHA program teams in Herat province, focusing on west, east, and north regions. Responsibilities include administrative support, coordination with various departments, and ensuring efficient program operations. The role involves program filing, meeting organization, document tracking, and facilitating information sharing. The officer will serve as the Community Accountability Reporting Mechanisms (CARM) focal point.

Essential Job Responsibilities:

  1. Facilitate program deliverables in collaboration with the Multisectoral Program Manager.
  2. Manage procurement processes and related paperwork, ensuring compliance with program needs.
  3. Organize and maintain the program filing system, ensuring confidentiality and meeting reporting requirements.
  4. Support in obtaining required signatures and approvals for the program.
  5. Coordinate program functions, including document preparation, logistics, and human resources.
  6. Assist in translation for the program as needed.
  7. Facilitate workshops, trainings, and meetings, handling material preparation and logistics.
  8. Initiate and track procurement processes, ensuring compliance with policies.
  9. Manage team calendars, internal trackers, and coordinate with relevant departments for program efficiency.
  10. Document daily monitoring activities and contribute to internal systems enhancement.

Reporting:

  • Develop monthly program reports in collaboration with the grant officer and program coordinators.
  • Compile and submit monthly and quarterly meeting minutes.
  • Update WASH cluster reporting tools with inputs from program coordinators.
  • Ensure adherence to policies and country SoPs reflected in monthly reports.
  • Conduct field visits to document successful stories under the BHA program.

CARM Focal Point:

  • Establish context-appropriate feedback channels for the BHA program.
  • Ensure accurate reflection of the BHA program in the CARM SOP.
  • Report identified gaps to the country CARM focal point and Multisectoral Program Manager.
  • Complete BHA program CARM checklist.
  • Support in setting up Helpdesk within BHA program distributions.

Security:

  • Ensure compliance with security procedures and policies.
  • Proactively ensure team members operate in a secure environment.

Organizational Learning:

Dedicate 5% of time to learning activities benefiting Mercy Corps and personal development.

Accountability to Beneficiaries:

  • Support efforts toward accountability to program participants and international standards.
  • Conduct professional conduct respecting local laws, customs, and Mercy Corps policies.

Supervisory Responsibility:

Program Administrative Assistant.

Accountability:

Reports directly to Multisectoral Program Manager.

Works directly with program team, CARM, MEL, Operations, Finance Teams, Security, and other sectorial leads.

Job Requirements:

  • Bachelor’s degree in administrative, public health, social science, engineering, or related field.
  • 2-3 years of relevant administrative and reporting experience, with basic knowledge of program implementation and financial and logistics management.
  • Extensive knowledge and work experience in Afghanistan, preferably in Western Provinces.
  • Strong interpersonal and communication skills.
  • Ability to manage multiple priorities efficiently with attention to detail.
  • Excellent time management and resourcefulness.
  • Good knowledge of English and Dari, Pashto desired.
  • Proficient in basic office programs.
Submission Guideline:

To apply, submit your CV and Cover letter with the vacancy number and position title in the subject line to af-vacancieskbl@mercycorps.org by the close of business on 01-Jan-2024. Shortlisted candidates will be contacted for the written test/interview.

Submission Email:

af-vacancieskbl@mercycorps.org

Read Also: Admin & Procurement Assistant (Call for CV)

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