Mercy Corps

Assistant Program Officer

Mercy Corps

Job Description

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. Now, and for the future.

Program / Department Summary

Mercy Corps implements a variety of programming throughout Asia in response to the diverse humanitarian and long-term development needs of the region. Our portfolio in the Asia region includes ongoing or future programming in the countries of Afghanistan, Bangladesh, Georgia, India, Kyrgyzstan, Mongolia, Myanmar, Nepal, Pakistan, Tajikistan, Thailand, Timor-Leste and Uzbekistan. Mercy Corps is committed to delivering high quality, high impact programming that reaches communities or individuals in need, wherever they are.

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), 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.

General Position Summary

The Full-Time temporary Assistant Program Officer (APO) will work with the Asia 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 Assistant Program Officers, Program Officers and Senior Program Officers (APOs, POs and SPOs) 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 APOs, POs and SPOs 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 APOs, POs, and SPOs 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 as requested
  • Other duties as requested.

INTERNAL COMMUNICATIONS

  • Collaborate with APOs, POs, and SPOs 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 APOs, POs and SPOs
  • Provide support to field teams to edit and finalize communications materials as requested by APOs, POs and SPOs
  • Other duties as requested.

KNOWLEDGE MANAGEMENT

  • Maintain up-to-date country and grant information in Mercy Corps’ online knowledge management tools, e.g., GAIT, DL, Hub

PROPOSAL DEVELOPMENT

  • Format documents and obtain signatures by appropriate agency representatives.
  • Track upcoming proposal opportunities using GAIT and file go/no-go documentation as requested by APOs, POs and SPOs
  • Work with APOs, POs and SPOs to edit, assemble, and submit proposals to donors.
  • File final submitted documents.

ORGANIZATIONAL LEARNING

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.

Supervisory Responsibility

None.

Accountability

Reports Directly To: Acting Senior Program Officer Works Directly With: APOs, POs and SPO; Asia field staff; 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 and Experience

  • BA/S in International Development or related field highly preferred.
  • Demonstrated experience in providing high-quality Assistant Program Officer 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 Central and/or South/SE Asia.
  • Knowledge of relevant technical sectors (emergency relief, economic development, youth, health, nutrition, or hygiene) is a plus.

Success Factors

The Temporary, Full-Time Assistant Program Officer must be a detail-oriented multi-tasker who is able to communicate clearly and work under pressure. S/he 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. S/he 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 & 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.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate Child Abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the Design, monitoring and evaluation of our field projects.

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