Project Admin & Reporting Assistant

• 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.

• Assist the Project Manager in all tasks that facilitate the achievement of project deliverables.
• Prepare and track all procurement processes with any paperwork related to project administration and implementation, including but not limited to (Purchase Requests, Purchase Orders, Service Agreements, Contracts, and Payment Requests), and follow up on the invoices from the vendors.
• Manage the project filing system for all activities and ensure that information is organized accordingly to the reporting and auditing needs of the project. Ensure required levels of confidentiality.
• Support the project team in getting AAM signatures and approvals.
• Responsible for the smooth operations of project functions including photocopies, and financial and operations documents.
• Responsible for filing and organizing program documentation in a clear and accessible manner.
• Responsible for maintaining and updating team calendar and team meeting documentation; in addition to maintaining updated project internal trackers.
• Provide a verbal and written translation for the project, as necessary.
• Assist in and facilitate workshops, trainings, and meetings preparation which includes material preparation, copying, and supply purchasing.
• Coordinate closely with the project coordinators to ensure proper logistics, administration, and human resources of the project are conducted within MC policy and with the maximum benefit to the project.
• Initiate and track procurement processes for purchase requests, purchase orders, and payment requests for infrastructure projects, hygiene materials, and emergency WASH services, in coordination with the Procurement Department.
• Coordinating timesheets of the AHF project team every month, before getting the supervisor’s approval.
• Must have strong organizational skills with the capacity to help contribute to developing and enhancing internal systems and processes.
• Must have strong organizational skills with the capacity to help contribute to developing and enhancing internal systems and processes.
• Adhere to all MC policies and procedures as outlined in MC policies and procedure manuals.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Ability to travel and follow up with other offices on administrative matters, as necessary.
• Work with the AHF project team in other offices to manage the project filing system for all activities and ensure that information is organized according to the reporting and auditing needs of the project. Ensure required levels of confidentiality.
• Coordinate closely with the Project Mangar, relevant to administrative and finance to ensure proper logistics, administration, and human resources of the project are conducted within MC policy and with the maximum benefit to the project.
• Support the AHF team to document all the daily monitoring activities as per Mercy Corps’ requirements.
• Performs any other duty assigned by the supervisor.

• Work with the WASH officer and Project Manager to develop the AHF project midterm and final report.
• Lead the update of the WASH cluster reporting tools to the clusters by getting the inputs from Project Manager.
• Keep track and provide support to make sure that policies and country SoPs are applied and reflecting that in the reports,
• In coordination with the WASH Officers and Project Manager conduct field visits to document all the successful and humanitarian stories under AHF project.
• After the field visits, work closely with the WASH Officer and Project Manager to develop a report for the successful and humanitarian stories.
• Support and encourage project team to post most of their intervention in Mercy Corps platform such as workplace.

• Ensure timely and accurate reporting and documentation in coordination with the WASH Officer, and other team members.

• Represent Mercy Corps in community meetings and stakeholder engagements within the project areas.

• 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.

• Mercy Corps team members are expected to support all efforts toward accountability, specifically

• Bachelor’s in administrative, public health, social science, engineering, or related degree.
• 1-2 years of relevant experience in administrative work and reporting, in addition to basic knowledge in program implementation and financial and logistics management.
• Extensive knowledge and work experience in Afghanistan, and preferably in the Western Provinces including Herat.
• Good interpersonal and communication skills with the ability to achieve cooperation and agreement amongst diverse groups with competing priorities.
• Demonstrated ability to manage multiple priorities, deadlines, and tasks efficiently and with a calm attitude.
• Excellent time management skills and resourcefulness with strong attention to detail.
• Strong organizational skills.
• Honest and committed to compliance with all policies and procedures in all aspects of work.
• Good strategic thinking and planning skills with eagerness for innovation.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members is required.
• Good knowledge of spoken and written English and Dari are required, Pashto is desired.
• Good computer skills in basic office programs.

Mercy Corps