JOB DETAILS:

Mercy Corps Jobs 2024 – United States
International Jobs. Mercy Corps looking for “Office Administrator – Washington, D.C”. Applicants with a Bachelor’s degree may apply on or before 11-Jul-24.

Mercy CorpsOffice Administrator – Washington, D.C Jobs 2024

The Mercy Corps has published a job vacancy announcement on 26/06/2024 for qualified applicants to fill in the vacant post of Office Administrator – Washington, D.C to be based in Washington DC , United States.

Company Name: Mercy Corps

Job Title: Office Administrator – Washington, D.C

Duty Station:Washington DC , United States

Country:United States

Application Deadline:11-Jul-24

• Manage the A+F desk: assign and dispatch service requests; provide first-line general agency information; provide a professional welcome to team members, guests, and visitors; ensure phones are answered promptly, properly and efficiently; manage messages, provide general agency information, and direct calls and visitors; manage email correspondence and inquiries.
• Coordinate, in conjunction with the A+F Manager, incoming and outgoing mail, packages and shipments – including managing couriers, UPS, USPS, FedEx and DHL shipments.
• Manage operating inventories – Order and stock office, copy and kitchen supplies. Provide consulting to guide team members to low-cost, environmentally sustainable supplies.
• Assist with the coordination events, as requested – including board meetings, field staff visits, outreach and development events, and delegation itineraries.
• Ensure that offices are ready for meetings, calls, seminars, and teleconference events. Provide consulting for lodging, catering, and event logistics.
• Support travel services for visitors – Gather and provide recommendations on accommodations, including local hotel information as requested.
• Provide real-time support for guests using Mercy Corps’ facilities.
• Support the A+F Manager’s process of reconciling expense and credit card statements in a timely manner by scanning and sending all receipts for processing. Assist the A+F Manager, as needed, as they manage, review, approve and submit in a timely manner invoices for Accounts Payable processing.
• Create draft agenda for weekly A+F meetings, disseminate reminder emails to A+F team members about contributions and capture minutes during A+F meetings.
• Manages database for key fob access into the Washington DC Office- Maintains records of current key fob holders, deactivate key fobs when staff departs Mercy Corps and compiles audit report of staff attendance in the Washington DC Office.
• Initiate or support administrative office projects as warranted by the Office of the CEO, COO, and the A+F team.
• Provide Notary Public services to staff in Washington DC Office.
• Provide updates to the A+F Washington DC Office Guide as processes/best practices are developed.
• Act as point-person for offsite documents storage on behalf of the Washington DC office and its team members.
• Assist team members and visitors with the use of conference space.
• Provide new-hire and onboarding orientation for new team members who are assigned to Washington DC.
• Monitor Washington DC Safety and Security Alerts- collaborates with A+F Director to notify staff of need to close office/depart early (inclement weather, safety/security issue).
• Provide A+F documentation updates, including A+F team coverage calendar and internal rosters.
• Strategically participate in the development of policies and procedures that affect A+F and its clients.
• Provide IT support to team members and visitors, as needed.
• Provide administrative and concierge services to onsite Mercy Corps team and visitors as needed.
• Support administration of Mercy Corps’ mobile phone account, as needed.
• Process I-9 Employment Verifications for staff.

• Support the implementation and updating of regular protocols on safety measures in the office. Work with the A+F Director to maintain comprehensive, site-specific safety, security, emergency-preparedness, and continuation of operations plans.
• Implement plans and procedures, including periodic evacuation and preparedness drills (may be done in conjunction with scheduling building-wide drills).
• Ensure that all team members are trained in office safety and security.
• Support the planning and execution of a space usage plan at the Washington DC office, including forward-thinking space strategies, occupancy planning, space updates and reporting. Work with the A+F Director for planning and development of space layout.
• Responsible for appearance standards throughout the site, including public spaces such as lobbies, conference rooms, common areas, coffee bar, copy areas, and storage areas.
• Attend building meetings on behalf of the A+F team.
• Manage communications with landlord to ensure all building services are provided in accordance with the lease.
• Serve as extra support needed for vendor point-of-contact for office-related services and property management service providers.
• Manage site access and key inventory.
• Maintain and manage office opening and closing protocols.
• Manage property management database- submit tickets for maintenance request.
• Other duties and projects as assigned or requested.

SAFEGUARIDNG RESPONSIBILITIES

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

• Minimum 3 years of professional experience in a fast-paced executive environment, with emphasis on administrative services, office management, and facilities management and operations.
• Excellent interpersonal, verbal and written communication skills.
• Demonstrated ability to think strategically and assume responsibility for processes.
• Excellent computer skills required, including familiarity with MS Word and Excel; comfort with IT functions a plus.
• Multi-tasking, organizational, and prioritization skills, and to work well under pressure and cooperatively with team members.
• The ability to take direction as well as work independently.