Program Admin Officer (Candidates must have the rights to live and work in Poland)

Position Description

Location Poland – open

Position Status Full-time

About Mercy Corps

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.

Program / Department Summary

Mercy Corps is responding to the Ukraine emergency since military operations were launched across the country in February 2022. The attacks set off a wave of displacement internally and into the countries along Ukraine’s borders, including Poland. In recognition of the strong non-governmental sector in Poland, Mercy Corps in partnership with Polish Civil Society Organisations – will be focusing on multi-purpose cash intervention and other key areas, like addressing other basic needs, strengthening access to reliable information and supporting psychosocial and protection interventionMercy Corps is also supporting local NGOs and other civil society actors currently supporting displaced populations, as well as those in Ukraine sheltering in place. As Mercy Corps pursues its objectives in the region it will continue to assess the security situation in areas of potential operation, with an eye towards the logistics of possible programmatic interventions and positioning going forward..

General Position Summary

The Program Admin Officer (PAO) will be responsible for supporting the day to day running of the program and partners activities. The Program Admin Officer will work closely with the Program Managers and Officers and support the timely and smooth implementation of activities.

Essential Job Responsibilities

• Ensure all documentation of the program is processed quickly and accurately.
• Support program filling, ensuring folders are structured and maintained
• Support organizing partners meetings, processing partners payments and other documentation
• Support reconciliation of reports, distribution lists and any other program documents, as required
• Contribute to regular progress reports; assist in compiling them, as required
• Follow up on program procurements
• Maintain program level activities and procurement trackers
• Provide translation of documents and meetings, whenever required
• Participate in external coordination meetings, takes the notes and report back, as instructed by the PM
• Ensure close communication with everyone involved in monitoring, evaluation, and learning activities, including program partners, UN agencies, etc.
• Contribute to country team-building efforts, help team members identify problem solving options and ensure the integration of all team members into relevant decision-making processes.
• Perform other related duties as required and assigned by the supervisor.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

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.

Accountability to Beneficiaries

• Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our projects.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

Supervisory Responsibility

• None

Accountability

Reports Directly To: Program Manager, Partnerships

Works Directly With: Program team, MEL and CARM in Poland and other countries of Ukraine response

Knowledge and Experience

• At least 2 years’ experience of working in non-governmental organization.
• A Bachelor’s Degree in any field
• Excellent communication and organizational skills
• Demonstrated attention to detail, ability to follow procedures, meet deadlines, and work both independently and cooperatively with team members: both in the office and remotely
• Experience working with local authorities, national and/or international NGOs is a plus.
• Excellent verbal and written English skillsrequired; fluent Polish or Ukrainian/Russian is a must

Success Factors

The Program Admin Officer will demonstrate commitment to support conflict affected population coming into Poland. The successful candidate will be a quick learner, have strong critical thinking and analytical skills, demonstrate initiative and creativity, ability to work independently, and have strong personal values of acceptance, equality, and inclusivity. The successful candidate will combine great organizational and communication skills, data analysis skills. The most successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

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

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 theInteragency 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 toMercy 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.