Mercy Corps Administration Officer Jobs in Uganda

Mercy Corps Administration Officer Jobs in Uganda

General Position Summary

The Administration Officer reports to the Operations Manager and is responsible for providing oversight to the administrative support for Mercy Corps programming in West Nile; assist in the achievement of MC program objectives with the facilitation of recruitment, orientation, management of staff database, office supplies, guest logistics, health and safety management, staff travel and accommodation and general office and field administration issues. The position is to provide support to activities and offices in Arua, Adjumani, Rhino Camp.

Essential Job Responsibilities

  • Support the program with all MC Administration arrangements.
  • Actively contribute to the office strategic planning process and provide regular updates.
  • Interface with stakeholders and local partners in a manner consistent to the program team in terms of paperwork and documentation of goods and services.
  • Build and maintain productive relationships with all staff, stakeholders, vendors, partners, etc.
  • Maintain high ethical standards and treat people with respect and dignity.
  • Demonstrate an awareness of his/her own strengths and development needs.
  • Develop the capacity of his/her team and assist with continued development of a career path for his/her staff.
  • Work closely with all Mercy Corps staff to ensure smooth introduction and adoption of MC Staff handbook and Administration policy.
  • Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps
  • Adhere to Mercy Corps mandated, procedures and controls including: Field Administration, Field Procurement, Logistics, Asset Management and Finance procedures.
  • Offer support in training and orientation of new staff in those procedures.
  • Prepare and implement guidelines for support functions of the reception, photocopies, translation services, office cleaning, maintenance and travel coordination.
  • Ensure proper functioning and maintenance of the office and guesthouses equipment like photocopiers, printers, cookers, fridges, etc.
  • Ensure all office equipment in the various offices and residence is well maintained, generators are always fueled, generator log sheets are filled in appropriately.
  • Facilitate timely payments for electricity, water, DSTV and any other utility bills for the facilities.
  • Responsible for maintaining an accurate inventory of office supplies to include stationery, consumables and cartridges/toners.
  • Overall responsible for all travel and accommodation arrangements for Mercy Corps Guests and staff in Yumbe.
  • Handle International guest logistics; airport pick-ups, accommodations, field movement support, and other guest-related issues.
  • Keep Travel Tracker up-to-date.
  • Responsible for managing maintaining confidentially an appropriately the filing system including but not limited to the following; Staff/personnel files, Employment & Service contracts, leave database, stock/inventory files, staff meeting minutes
  • Assist in collecting monthly staff time sheets and leave request forms.
  • Work closely with the respective supervisors and hiring managers in recruitment processes & staff management.
  • Prepare and attend staff coordination meetings and compile the minutes as discussed and agreed upon by chairperson/supervisor.
  • Assist in conducting or arranging for training and or other human resource development activities.
  • Conferencing and Event Management, including making all arrangements as required by MC staff.
  • Support in managing stores and shipment deliveries, and movement of documents and supplies.
  • Administer all health insurance issues for Yumbe staff as well as follow up on staff Identity Cards, Medical cards and business card issues.
  • Other duties as assigned by supervisor.

    Knowledge and Experience
  • Bachelor’s degree in Human Resource, Business Administration, Social Work, Public Administration, Education, or other related field.
  • At least three years’ experience in a similar position and or similar roles preferably with International Non-Government Organization and in a multi-cultural environment.
  • Demonstrated excellence in human resource management, particularly in a multi-cultural environment, including techniques for staff development, training, motivation, and disciplinary handling.
  • Very good writing and communications skills.
  • Good negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff.
  • Keen attention to detail, ability to follow procedures, ability to transparently manage stores, filing, and meet deadlines, work independently and cooperatively with team members.
  • Proven ability to innovatively solve problems.

    Success Factors
  • A clear understanding of Administration as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
  • The ability to interact effectively with international and national staff members is required.
  • A demonstrated ability to work quickly and accurately, meet deadlines and process information in support of program activities is necessary.

    Living Conditions / Environmental Conditions
  • The position is based in Yumbe with field visits as assigned.

    How to Apply:
  • Submit your application through email to addressed to the Human Resource Director, Mercy Corps Uganda.
  • Include a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates. Deadline for Submission: Close of business on Friday, 1st February, 2019.
  • Subject of email should include the position you are applying for.
  • Only short-listed candidates will be contacted by Mercy Corps.
  • Mercy Corps is an equal opportunity employer; qualified female candidates are strongly encouraged to apply.

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