SayPro Administrative Coordination – Program Performance and Quality Unit

Location: Portland, Oregon, Washington, DC, or US remote
Position Status: Full-time, Exempt
Salary: Starting salary for this role will be $40,000 commensurate on experience
Unrestricted US work authorization is required for this position.

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.

Department Summary

The Program Performance and Quality Unit (PaQ) is an integrated Unit consisting of the Program Standards Team; the Monitoring, Evaluation, and Learning (MEL) Team; the Strategic Leadership Team; and the Infrastructure Teams. PaQ is a Unit within the Global Programs Department. The purpose of PaQ is to support effective, efficient, and equitable program performance through a culture of quality management, to achieve results for those that matter most — our program participants.

The Position

The primary role of the PaQ Administrative Coordinator is to provide general administrative, event management, and communications support to the PaQ unit that enables the team to perform at the highest possible level in terms of workflow, product, and creativity. The primary responsibilities of the incumbent are to provide consistent and centralized support to PaQ Teams and their counterparts for the smooth administration of day-to-day tasks.

Essential Responsibilities

COMMUNICATIONS

• Support the organization, polishing and dissemination of written, video, or other outgoing communications for PaQ Teams, for example on platforms such as The Globe, Workplace, The Hub, MailChimp, etc.
• Provide tools or process support to enable inclusive and broad-based access to internal and outgoing communications.
• Maintain and regularly edit PaQ Hub pages, as well as team or PaQ overall SharePoint pages or Wikis.
• Maintain and regularly update PaQ onboarding, introductory, and summary materials.
• Coordinate onboarding schedules with new team members.
• Track the movement of global team members in selected positions so that onboarding and training can happen promptly.
• Assist in coordinating translations.
• Maintain PaQ shared file structures, Slack channels, Teams/ SharePoint, and associated access permissions, updating membership at least quarterly and updating file structures at least annually.
• Maintain PaQ distribution lists, updating membership at least quarterly.
• Cross-check references in PaQ guidance documentation with links, Hub pages or Wikis, and external sources to ensure alignment.
• Assist in formatting and improving the presentation of documentation and presentations.
• Support the administration of surveys and the collation of results.
• Assist in organizing and scheduling learning series.

MEETINGS, TRAININGS, AND EVENTS

• Manage calendars, participant lists, meeting administration, and meeting platforms for routine and ad hoc PaQ and PaQPlus meetings, webinars, and events.
• Support the use of collaborative meeting platforms, and orient others on the use of these platforms, as needed.
• Lead the process of soliciting agenda items for recurring PaQ/ PaQPlus meetings or fora, and curate agendas and notes. Ensure that notes and action points are circulated to relevant stakeholders, and refresh notes templates annually.
• Assist in scheduling trainings and managing training platforms and participants.
• Assist in researching, curating, and subscribing to external training materials.
• Coordinate or support training application processes, including announcements, application portals, and organizing process meetings.
• Assist in meeting, event and participant management for Communities of Practice led by PaQ Teams or PaQPlus.

ADMINISTRATIVE SUPPORT

• Manage PaQ’s credit card account.
• Manage PaQ’s IT application subscriptions.
• Assist in compiling and submitting supporting documentation to process payments.
• Assist in compiling and processing documentation for consulting contracts.
• Support procurement transactions, process management and documentation for PaQ Teams/ team members.
• Provide support to recruitment processes and documentation for short-term assignments and long-term roles, coordinating with HR counterparts as needed.
• Maintain PaQ Unit and PaQ Teams organizational charts.
• Maintain PaQ staff lists.
• Maintain PaQ asset tracker.

Supervisory Responsibility: N/A

Accountability

Reports Directly To: Vice President, Program Performance and Quality

Works Directly With: PaQ Program Officer, all PaQ team members, and representatives from departments and units coordinating with PaQ

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:

• BA/S or equivalent in a relevant field is preferred.
• 1+ years providing administrative support within a team environment, including but not limited to calendar management, meeting/event planning and execution, basic record keeping/tracking, and invoicing support.
• Proven ability to prioritize multiple competing requests, tasks, and deadlines and works well under pressure while building relationships with team members and stakeholders.
• Well-organized, detail-oriented, and flexible/adaptable to changing priorities.
• Outstanding communication skills, both written and verbal, including proven business correspondence and writing and editing skills.
• Experience with Microsoft 365 and visual design and communications tools (Canva; MailChimp) preferred.
• Experience with an INGO or other international organization, or knowledge of international events/dynamics preferred.

Any skills you have gained through education, volunteer, work, or life experience that are relevant for the position will be considered. Be sure to fully explain transferable skills and success factors and how they apply to this position in your cover letter.

Success Factors

A successful Administrative Coordinator will have the ability to handle a high volume of administrative work quickly, efficiently, accurately, and with enthusiasm. They should be able to prioritize work while balancing efficiency with accuracy, track multiple projects, and meet tight deadlines independently. They should possess a high standard for quality of products – both content and presentation. Strong candidates will have an ability to build working relationships with people of diverse backgrounds and working styles and be a good collaborator. They must have flexibility and creativity in problem solving, be capable of identifying and independently addressing team needs or areas for self-improvement, and be able to handle confidential information and sensitive situations with tact. Finally, they should possess an interest and ability to learn quickly, collaborate with others, and understand agency and team strategy and culture.

Living Conditions / Environmental Conditions

The position is based in Portland, Oregon or Washington, DC and requires occasional early morning and late-night calls as necessary to coordinate across our global team.

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.