Material Resources Administrative Assistant

All MCC workers are expected to exhibit a commitment to: a personal Christian faith and discipleship; active participation in a Christian church or Christian community; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.

Legal eligibility to be employed in the U.S. is required.

High school diploma or equivalent education
1-3 years relevant experience in office administration
Demonstrated organizational skills
Strong attention to detail
Strong written and oral communication skills in English
Ability to work as part of a team
Ability to take direction and complete tasks independently without direct supervision
Basic proficiency with computer applications and software
A person who shares interest in MCC’s dismantling oppression commitment
Ability to take direction and requests from a variety of people
Excellent time management skills

2-year associates degree or undergraduate degree
Proficiency in Microsoft Excel
Experience with Microsoft 365 applications, including Excel and Word
Written and spoken proficiency in Spanish
Basic accounting knowledge

Anti-oppression commitment: MCC expects all staff to actively participate in an organization culture that focuses on dismantling any barriers based on race, economic inequality or gender-based oppression. This includes an expectation to assess and address any barriers within themselves, within their team(s), and within MCC.
Safeguarding commitment: All MCC Staff are expected to work collaboratively to create and maintain an organizational culture that prevents and responds to situations of abuse of power (sexual harassment, child abuse, racism, exploitation, and fraud among other situations).

Job Synopsis

The material resources administrative assistant supports the material resources (MR) coordinator and MR logistics coordinator with preparing shipping documents, tracking project and shipment documentation, and preparing MR reports and summaries. The role will also support the MR coordinator with other administrative duties such as minute taking at material resources network meetings.

Schedule of .5 FTE to be determined in with supervisor, to take place as scheduled during business hours between 8-5 Monday to Friday

Key Responsibilities

Preparing and tracking shipping and financial documentation – 50%
• Support the MR logistics coordinator with the preparation and distribution of all documents related to material resources shipments.
• Organize and file hard copy shipment files.
• Support the MR logistics coordinator with the preparation of monthly and annual reports and summaries, including the end-of-year inventory summaries and the ocean cargo insurance report.
• Track the container from its origin to its final destination.
• Track shipment documentation including confirmation of receipt.
• Prepare and circulate budget addition requests for approval.
• Develop and maintain a shipping logistics manual on shipment procedures and including country specific requirements.
• Serve as back-up for the MR logistics coordinator while on leave.

Drafting project and shipment summaries – 25%
• Support the MR coordinator with the preparation of MR project summaries.
• Support the MR coordinator with the preparation of the annual MR budgets and projections as well as quarterly updates.
• Support the MR coordinator with the preparation of the USAID application and reports.

Other administrative tasks – 25%
• Take minutes for MR network meetings.
• Support the MR coordinator to track the submission and entry of project planning information in NGO Online including project proposals, MOUs, progress reports, and completion reports.
• Provide other admin support for the planning, learning and disaster response (PLDR) department
• Other duties as assigned on a temporary basis

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