Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Mercy Corps implements a variety of programming throughout the Middle East in response to the diverse humanitarian and long-term development challenges of the region. Mercy Corps has ongoing programs in Syria, Yemen, Iraq, Jordan, Lebanon, and Palestine.
Each region has a dedicated support team (the “Desk”), which is a component of the larger Regional Program Team (RPT) and based in Mercy Corps’ headquarters in Portland, Oregon. The Desk is the key point of HQ contact for field management including Regional Director (RD), Deputy RD, Country Directors, Program Managers and other country team staff. The Desk links the country programs to a range of U.S. and international-based resources and represents the region to potential and current funders and other organizations and institutions in the US. This full time APO position is a key member of the program desk team.
The Part-Time Assistant Program Officer (APO) will work with the Middle East Regional Program Team to support the administration of Mercy Corps’ portfolio in the region on a temporary basis, providing backup during a Short Term Assignment for a regular, full-time team member. The Temporary APO is primarily responsible for administrative and logistical support. This includes providing assistance with new and existing programs, directing internal and external program information flows, liaising with other departments within Mercy Corps, and providing procurement, logistics, and administrative support to the country programs.
Essential Job Responsibilities
ADMINISTRATIVE AND OPERATIONAL SUPPORT
- Support Program Officers and Senior Program Officer (POs and SPO) to maintain adequate records of all documentation and correspondence of grants, ensuring that grant information is entered into the Grant and Information Tracker (GAIT) database, the shared drive, the Digital Library and donor tracking systems as requested. Track reporting requirements and deadlines of program reports and help ensure that report deadlines are met. Responsible for implementing HQ file retention policy.
- Maintain up-to-date information about country programs on The Hub, Mercy Corps’ intranet
- Track donor requirements for programs by reviewing grant agreements, tracking reporting requirements and deadlines, and sending regular reminders to field teams about reporting deadlines.
- Work with POs and SPO to review, edit, assemble, and ensure timely submission of donor reports.
- Proactively lead logistical support for field and headquarters teams including consultant requests and travel.
- Work with field and HQ staff to handle requests for procurement of materials for field offices, adhering to Mercy Corps procurement policies
- Ensure that requests for payment from field staff are accurately completed and submitted to the Accounting and Finance teams.
- Work with POs and SPO to help ensure that program quality standards are maintained and that programs adhere to Mercy Corps and donor requirements, including retention of relevant documents
- Provide administrative support to the Regional Director and Deputy Regional Directors as requested
- Other duties as requested.
- Collaborate with POs and SPO to ensure all field office requests receive a response within 48 hours.
- Liaise between field offices and HQ departments, including Recruiting, Human Resources, Resource Development, Finance and the Operations Department to provide support in the areas of recruitment, consultant contracts, payroll, procurement and other areas of need
- Respond to requests for information from other HQ departments, particularly Resource Development and International Finance, at direction of POs and SPO
- Provide support to field teams to edit and finalize communications materials as requested by POs and SPO
- Other duties as requested.
- Maintain up-to-date country and grant information in Mercy Corps’ online knowledge management tools, e.g., GAIT, DL, Hub.
- Format documents and obtain signatures by appropriate agency representatives.
- Track upcoming proposal opportunities using GAIT and file go/no-go documentation as requested by POs and SPO
- Work with POs and SPO to edit, assemble, and submit proposals to donors.
- File final submitted documents.
- 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 PARTICIPANTS
- Mercy Corps team members are expected to support all efforts towards accountability, specifically to our participants and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
- Reports Directly To: Middle East Program Officer
- Works Directly With: POs and SPO; Middle East field staff; Regional Director; Deputy Regional Director; Regional Advisers; Program and Technical Support Units staff; Finance, Resource Development; Mercy Corps counterparts at MC HQ offices in Europe; MC donors and partners.
Knowledge & Experience
- BA/S in International Development or related field highly preferred.
- Demonstrated experience in providing high-quality program assistant and administrative support to complex teams at a distance required.
- Proven ability to communicate effectively with colleagues overseas from various backgrounds.
- Strong understanding of complex challenges faced by field teams in difficult operating environments.
- Ability to effectively use all MS Office software (Outlook, Word, Excel, PowerPoint) and other web-based platforms (e.g. Digital Library, GAIT, Google Docs, etc.).
- Prior NGO or international development experience preferred.
- Preference given to candidates with prior work experience in the Middle East.
- Knowledge of relevant technical sectors (emergency relief, economic development, youth, health, nutrition, or hygiene) is a plus.
My Success Factors
The Temporary, Part-Time Assistant Program Officer must be a detail-oriented multi-tasker who is able to communicate clearly and work under pressure. They must demonstrate patience, flexibility, and taking initiative to independently solve problems. Vital skills include communication (both written and verbal), as well as building and maintaining effective internal and external relationships. They must demonstrate the ability to understand and follow agency procedures, meet deadlines, and work both independently and as part of a complex distanced-based, multi-cultural team. An exposure to and interest in international development issues is important, and an understanding of the complex challenges faced by program teams operating in overseas environments is critical.
Living Conditions / Environmental Conditions
This position is based in Portland, OR.
Diversity, Equity, and 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
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.