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Operations Assistant

Operations Assistant

Mercy CorpsAbuja, Nigeria
12 days ago
Job description

Job title : Operations Assistant

Job Location : Abuja

Deadline : November 23, 2025

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The Operations Assistant will :

The Operations Assistant will oversee admin and logistics support functions for the Mercy Corps Office.

  • Make travel / accommodation arrangements for staff,
  • Making arrangements to all for training, workshops, meetings and general day-to-day administration in terms of compound and equipment maintenance and repairs.
  • Assist Operations Manager in managing regular Inventory and assets.
  • Provide monthly reports of Generator Use, Fleet Management, Facility Lease management, Courier and Shipping.
  • Follow up with the Finance Unit to ensure that service providers' accounts are settled on time.
  • Read and have a clear understanding of the Mercy Corps Field Asset Management Policy, Field Facilities and Office Management Policy, Field Warehouse Management Policy.

    • ESSENTIAL JOB FUNCTIONS :

    Administration :

  • Read and have a clear understanding of the Mercy Corps Field Administration Manual and all procedures.
  • Support in running offices and ability and readiness to step-in when required
  • Establishes and maintains appropriate filing systems for office correspondence. receive and dispatch mail.
  • Support that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
  • Support that office has sufficient office supplies.
  • Support the management of office consumable (office materials like stationery, cleaning & hygiene,) : that will include collecting requests on monthly bases, maintaining the stock, monitoring the use.
  • Make hotel reservations for all travelers both local and international, make other relevant travel arrangements, including sharing of welcome pack and telephone with the incoming visitors.
  • make sure all logistics arrangements are made and communicated to MC visitors and staff.
  • Review hotel invoices for those hotels with which Mercy Corps has an agreement and prepares payments.

    • Fleet Management

  • Drive MC vehicles as required for MC business.
  • Adhere to all safety and communication protocols as per Mercy Corps policies and procedures.
  • Insurance (Vehicle Insurance Contract Management, renewal, and Claims)
  • Coordinating Vehicle Registration (New Vehicle Registration, Equipping, Tracking, Marking and Renewal)
  • Coordinating Maintenance / Servicing (Monitoring daily vehicle checks, Routine Vehicle Servicing,
  • Monitoring Fuel Management (Fuel Top up Card Management, Report on Fuel Consumption, Monthly Fuel Private Mileage Reporting, and Generator.
  • Log Sheet Management (Daily Monitoring of vehicle Log Sheet, Review of Vehicle Log Sheets, Reporting on Vehicle Log Sheets Monthly to finance)
  • Supervise Car Hire Services management, (Contract Management, Monitoring of Car Hire vehicles and drivers in line with MCN Standard, Logistics Arrangement Assign Care Hire where needed, Process Payment, Maintenance of Feedback mechanism)
  • Fleet Documentation Management : Maintain records for all vehicles

    • Warehouse Management

  • Receive goods and cross check the quantity with the good receive note.
  • Maintain and ensure the stock cards and bin cards in the Warehouse are updated on daily basis.
  • Maintain and update stock release on daily basis.
  • Dispatch goods from the warehouse using appropriate MC procedures, Store Release forms, Waybills.
  • Do proper stacking of items in the warehouse to ease the physical counting.
  • Conduct monthly physical counts of the items in the warehouse.
  • Ensure the warehouse is clean and free from any infestation.

    • Assets Management

  • Assistant The Operations Manager in managing, tracking, tagging assets and regular inventory,
  • Assist the Operations manager in physical and financial reconciliation of all assets, accurate record keeping of all assets, donor assets and exceptional items that require registration and movement tracking.
  • Assist in asset Registration in MCN offices.
  • Assist in asset and regular inventory tagging.
  • Asset Exit : checking in / out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
  • Asset Movement : support in filling asset movement forms.
  • Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats.
  • Physical Count : support Conduct quarterly random asset check in all field offices,
  • Asset Tracking : maintain the stock of Mercy Corps assets that are not checked out and in use.
  • Asset Disposal : support by ensuring all lost, damage, sold, and stolen (or other) items are properly recorded in with an approved Disposal Assets form.

    • Facility Acquisition

  • Receive Property Selection Request / information.
  • Property Lease Initiation Request (PLIR) - Raise Property Selection Memo
  • Process payment
  • Coordinating lease agreements
  • Lease agreements renewal.

    • Power / Energy

  • Diesel Management of generators by supporting, managing and monitoring diesel consumption of generators, ensuring no poor handling and storage, poor mechanical condition of the generators or overload situation.
  • Maintain Generator Log Sheets, (running logs, repair, and maintenance)
  • Maintain and track daily and report monthly diesel and Consumables Purchase Log.
  • Maintain Diesel Supply and Generator Repair / Maintenance Master Agreement contract
  • Ensure Diesel storage is allowed within the country / regional law and ensure risk mitigation for fuel stored as against fire risk
  • Monitor the warranty and guarantee details of generators.
  • Maintain and ensure Solar systems are up and running functionally and report any issue to the supervisor.

    • Courier / Shipment :

  • Engage Service provider for dispatch Services.
  • Receive dispatch requests.
  • Shipment tracking.
  • Process dispatch Provider Services Payment.
  • Review and Monitor Courier Service Providers contract.

    • Others

  • 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 in Nigeria.
  • Other duties as assigned.

    • KNOWLEDGE AND EXPERIENCE :

  • Degree in a relevant business field is desired.
  • Three years of proven driving experience in an INGO.
  • One year of experience in Inventory Management, Logistics operations, or office administration.
  • Strong organizational skills : ability to interact effectively with international and national personnel.
  • Must be a local with in-depth knowledge and familiarity with the area of intervention.
  • Fluency in both verbal and written English is highly preferred. The ability to communicate in Hausa is an added advantage.
  • Previous experience in fleet management.

    • Qualifications

    Education

    Required

  • Bachelors or better.

    • Experience

    Required

  • 2-3 years :
  • One year of experience in Inventory Management, Logistics operations, or office administration and at least three years of proven driving experience in an INGO.
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    Assistant • Abuja, Nigeria

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