Mercy Corps
Location: Portland, OR or Washington, DC
Position Status: Full-time, Regular
Starting Salary: Starting salary for this role will be $46,000-$49,000 commensurate on experience
Unrestricted US work authority is required for consideration. The application period will remain open through COB 11/23 or until 150 applications have been received
About Mercy Corps
Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.
Program / Department Summary
Mercy Corps’ programs in Africa are undergoing both momentous humanitarian crises and significant development challenges that offer the opportunity to empower people to survive through crisis, build better lives and transform their communities for good. Against this backdrop Mercy Corps’ focus in Africa has been in promoting good governance and conflict resolution, enhancing resilience, facilitating market systems, access to finance and economic opportunities, as well as youth employment and empowerment. It is imperative that Mercy Corps presents itself as a key and credible partner with donors, government authorities and civil society actors in order to contribute to the process of positive change across the continent. Mercy Corps looks to actively engage and partner with an ever growing and innovative African private sector to achieve greater and sustained impact. It is also critical that we are executing our current and future programs on scope, on budget and on time across the continent, while looking at new approaches and opportunities and leveraging innovations for the greatest impact and influence in the region.
The Position
The Assistant Program Officer (APO) will work with the Africa Regional Program Team to support the administration of Mercy Corps’ portfolio in the region. The APO is primarily responsible for administrative support and assisting the Senior Program Manager (SPM) and Program Officers (POs) with proposal development, donor reporting and communications. 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 administrative support to the country programs.
Essential Responsibilities
ADMINISTRATIVE AND OPERATIONAL SUPPORT
- Support Program Officers and Senior Program Manager (POs and SPM) 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 SPM to review, edit, assemble, and ensure timely submission of donor reports.
- Work with POs and SPM 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.
COMMUNICATIONS
- Collaborate with POs and SPM 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 Operations to provide support in the areas of recruitment, 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 SPM.
- Working with POs and SPM, proactively lead dissemination of information internally via workplace and the Globe.
- Provide support to field teams to edit and finalize communications materials as requested by POs and SPM.
PROPOSAL DEVELOPMENT
- Provide administrative support for proposal development such as drafting Past Performance Reports/capacity statements/or other required documents, copy-editing, and final compilation for submission.
Supervisory Responsibility
None
Accountability
Reports Directly To: Senior Program Manager, Africa
Works Directly With: Program Officers; Other HQ Program units and other departments, including Resource Development, Finance, Program Performance and Quality, Legal, Policy and Advocacy, Mercy Corps counterparts at MC HQ offices in Europe; MC donors and partners
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.
Minimum Qualification & Transferable Skills
- BA/S in relevant field required.
- Demonstrated experience in providing administrative support to large and diverse teams.
- 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.
- Preference given to candidates with prior work experience in Africa.
- Knowledge of relevant technical sectors (emergency relief, economic development, agriculture, water, health, nutrition, or hygiene) is a plus.
- Fluency or strong proficiency in French is preferred.
Success Factors
The Assistant Program Officer must be a detail-oriented, multi-tasker who is able to communicate clearly and work under pressure. The APO must demonstrate patience and flexibility, and take initiative to 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
The position is based in Portland, Oregon or Washington, DC and may travel up to 25% of the time – sometimes on short notice – to areas with limited access to medical facilities and amenities.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
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 and have signed on to the Interagency Misconduct Disclosure Scheme. 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.
As a safeguarding measure, Mercy Corps screens all potential US-Based employees. Any offers of employment or continued employment are dependent on the successful completion of the screens which include, but are not limited to our Background Check and Interagency Misconduct Disclosure Scheme processes,
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.
Ongoing Learning
In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development
Covid-19 Vaccine Policy for US-Based Employees
Mercy Corps has determined that, in an effort to protect the health, safety, and well-being of all Mercy Corps employees working in the United States, all U.S.-based employees must be fully vaccinated for COVID-19, regardless of prior COVID-19 infection status.
This policy will be revised as needed to comply with federal, state, and local requirements, and to respond to changing guidance from public health authorities.
For new employees this requirement goes into effect within 10 business days of employment. Team members that travel are expected to comply with host-country requirements, including vaccinations. Failure to comply may impact your employment. Proof of vaccination or exemption must be provided.