Back Office Administrator - Washington, D.C

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. The Team The Administration + Facilities (A+F) team is responsible for administrative and facility management functions for the Mercy Corps Global Headquarters in Portland, and an agency-occupied office in Washington, D.C. and other US and international sites. A+F provides direct service-oriented support to several hundred US-based team members, through provision of administrative services, such as front office and operations desk management, mail and shipping, supplies and procurement; and supports, as needed, domestic and country offices by providing facilities services and consulting such as site selection, property management, site planning, space programming, safety and security, and asset management. The Position The Office Administrator provides administrative support, coordination and management for the organization’s Washington DC office. This position is critical to ensuring necessary operational support and a professional impression to the Mercy Corps team and frequent visitors, including administrative support, domestic and international shipping, reception, concierge services, document archival services, space planning, daily office management, landlord liaison services, suite maintenance support, safety and security, appearance standards, and special projects. The Office Administrator works closely with the A+F team to ensure smooth and efficient operation of the Washington DC office by providing daily and long-term support to Washington DC team members as well as visiting team members and other guests. Essential Responsibilities STRATEGY AND PLANNING

• 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.FACILITIES
  • 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. Supervisory Responsibility The Office Administrator has no supervisory responsibility. Accountability Reports Directly To: A+F Manager located in Portland, OR Works Directly With: Mercy Corps D.C.-based team members, Portland-based A+F Team members, other Mercy Corps team members in the U.S., Europe, and field teams. 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 Qualifications & Transferable Skills
      • 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.Success Factors The successful Office Administrator will demonstrate a healthy combination of professionalism, warmth, and confidence in providing efficient administrative and facility services. They will be positive, energetic, and exhibit a professional demeanor under all circumstances. They will place a high priority on attention to detail and organization. The Office Administrator will be able to work both independently and cooperatively and will effectively and accurately represent Mercy Corps to those who come to the Mercy Corps office in Washington DC. They will demonstrate flexibility and creativity in planning and problem-solving, be a quick learner, someone who takes the initiative, and will be accountable for results. The Office Administrator will be able to multi-task and prioritize in a fast-paced, fluid work environment. Even temperament and a good sense of humor appreciated. Living Conditions / Environmental Conditions This position is based in Washington, D.C. and requires on-site presence. 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. 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 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. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis. As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment. Our screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process. 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 is necessary to ensure not only the safety of our workforce, but the ongoing functionality of the organization. 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.