Project Admin

General Position Summary

The Program Admin and Reporting Assistant is based in Herat and will be primarily responsible for supporting AHF project teams in Herat and Kandahar. S/he will work closely with the field teams and other departments. This position will be responsible for supporting the program team to coordinate with different departments including Operations, Finance, and MEL; providing administrative work including program filing, organizing meetings, meeting minutes, tracking and consolidating of the program-related document, and ensuring sound coordination and information sharing. Support in reporting which include support in preparing the successful stories, reporting and other information management and media for AHF project within Mercy Corps.

Essential Job Responsibilities

• Assist the Project Manager in all tasks that facilitate the achievement of project deliverables.
• Prepare and track all procurement processes with any paperwork related to project administration and implementation, including but not limited to (Purchase Requests, Purchase Orders, Service Agreements, Contracts, and Payment Requests), and follow up on the invoices from the vendors.
• Manage the project filing system for all activities and ensure that information is organized accordingly to the reporting and auditing needs of the project. Ensure required levels of confidentiality.
• Support the project team in getting AAM signatures and approvals.
• Responsible for the smooth operations of project functions including photocopies, and financial and operations documents.
• Responsible for filing and organizing program documentation in a clear and accessible manner.
• Responsible for maintaining and updating team calendar and team meeting documentation; in addition to maintaining updated project internal trackers.
• Provide a verbal and written translation for the project, as necessary.
• Assist in and facilitate workshops, trainings, and meetings preparation which includes material preparation, copying, and supply purchasing.
• Coordinate closely with the project coordinators to ensure proper logistics, administration, and human resources of the project are conducted within MC policy and with the maximum benefit to the project.
• Initiate and track procurement processes for purchase requests, purchase orders, and payment requests for infrastructure projects, hygiene materials, and emergency WASH services, in coordination with the Procurement Department.
• Coordinating timesheets of the AHF project team every month, before getting the supervisor's approval.
• Must have strong organizational skills with the capacity to help contribute to developing and enhancing internal systems and processes.
• Must have strong organizational skills with the capacity to help contribute to developing and enhancing internal systems and processes.
• Adhere to all MC policies and procedures as outlined in MC policies and procedure manuals.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Ability to travel and follow up with other offices on administrative matters, as necessary.
• Work with the AHF project team in other offices to manage the project filing system for all activities and ensure that information is organized according to the reporting and auditing needs of the project. Ensure required levels of confidentiality.
• Coordinate closely with the Project Mangar, relevant to administrative and finance to ensure proper logistics, administration, and human resources of the project are conducted within MC policy and with the maximum benefit to the project.
• Support the AHF team to document all the daily monitoring activities as per Mercy Corps' requirements.
• Performs any other duty assigned by the supervisor.