Project Suport Officer

Essential Job Responsibilities

Procurement Management

• Daily coordination of MC procurement activities.
• Full understanding of MC procurement policies and formats. Assists, as needed, in training staff on these policies.
• Assist Program and operational personnel in regular procurement planning meetings.
• Assists staff as needed in creating clear and understandable purchase requests and other documentation.
• Collect quotations and bids from the market for PRs as assigned by a manager – as per Mercy Corps standards and formats.
• Prepare the required documentation of supplies and transactions and complete them with Mercy Corps standards.
• Assist in the maintenance of thorough procurement files as outlined in the Field Procurement Policies and Procedures.
• Assist the program and office staff with procurement activities, as required.

Logistics Management (Transport)

• Provide support to senior management on logistics issues, and collaborate with Program teams and other technical aspects related to logistics functions as required.
• Oversee the fleet management in the office and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines.
• Work with the Operations Director/Manager to design a suitably staffed and equipped transport function to support the country program.
• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables, including fuel.
• Manage the vehicle pool (if applicable).
• Ensure that appropriate communications and tracking equipment is installed and functioning in vehicles to meet the operational and security requirements.
• Coordination of timely routine maintenance and repair of vehicles.
• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
• Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, etc.
• Be familiar with local regulations / laws.

Assets Management

• Oversee tracking of all assets and admin inventory in the office to ensure accurate record-keeping of Mercy Corps and donor assets, according to the Mercy Corps Field Asset Management Manual.
• Reads and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures.
• Responsible for logging all new Mercy Corps assets in MC Afghanistan in the asset database, asset register, tagging. Regularly updates asset register with changes (custodian, disposition, disposal).
• Responsible for coordinating with the procurement and finance office in identifying all details of assets such as purchase price, ledger reference, PR, PO and GRN number etc.
• Responsible for maintaining the stock of Mercy Corps assets that are not checked out or in use.
• Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
• Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats.
• Schedules and conducts physical count of assets on different locations, projects, and sites.
• Update the electronic database monthly and provide an electronic copy to supervisor and finance;
• Ensure all lost, damaged, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary documentation is completed.
• Assists and coordinate project staff on asset inventory related issues. Provide end of project reports, end of fiscal year count and random physical count.

Warehousing Management

• Oversee the warehouse management function and the team to ensure materials are stored and managed properly as per the provisions in the Field Warehouse Management Policy.
• Follow the Mercy Corps Field Warehouse Policy. Daily coordination of warehouse activities.
• Travel to field sites to receive and inspect goods delivered directly to the field.
• Interact with suppliers in the receiving and inspection of goods – issues GRNs.
• Receive the goods as per the description on the purchase order/request. Inspect goods upon delivery and reject inadequate, broken, lower quality and other items not meeting the requirements of the order.
• Dispatch goods from the warehouse using appropriate MC procedures, Store Release forms, Waybills and update Stock Records.
• Prepare a report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by the supervisor.
• Display bin cards on each item in the warehouse.
• Maintain physical and electronic copies of inventory, as per formats and forms provided in the Warehouse Manual.
• Coordinate with the logistics for transportation arrangement for dispatches.
• Generate the commodities movement waybills and gate passes.

Administration, Facilities and Office Management

• Under the supervision of the Field Coordinator, the Admin, IT/Admin Officer will ensure complete administration tasks and procedures as described in the Field Facilities and Office Management Policy.
• Perform smooth flowing of routine, administrative work of the Mercy Corps office and program support operations.
• Oversee facility management, including housing and office leases; help ensuring that security standards are maintained at all premises by timely flagging any gaps.
• Ensure that the office is always clean and that office guesthouse is always ready to host visitors.
• Manage petty cash and timely complete administrative/maintenance jobs. Clear petty cash with finance before end of every month.
• Manage Admin Stock and ensure that all items released are recorded and the list is reconciled every month.
• Coordinate general office management tasks.
• Ensure smooth operations of equipment e.g. photocopies, telephones, and other communication.
• Responsible for maintaining supply of all admin documents and making them available for all MC Herat staff; and maintaining filing system.
• Prepare duty roster for the cooks and guards; day to day supervision of property management including guards, cook and cleaners and office maintenance. Ensure the office and compound are clean and maintained at a routine schedule.
• Responsible for maintaining all administrative noticeboards – keeping them updated, clean and neat in appearance.
• Arrange translation of any program or office documentation, as required.
• Responsible for the preparation of GRN, verification of deliveries of program material.
• Responsible for the preparation of Responsible for the preparation of GRN, verification of deliveries of operations and program material.
• Responsible for admin inventory management (non-asset inventory) and reporting.

General

• Capacity building and management support to logistics team members.
• 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.
• Other duties as assigned.