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• Ensure adherence
  to Mercy Corps policies and procedures including Administration,
  Procurement, Logistics, Assets and Finance procedures. Assist in the
  training and orientation of new staffs in the mentioned procedures.
• Manage the
  smooth flow of routine, administrative work in Kaabong office and ensure
  office and personnel policies are in compliance with Mercy Corps Field
  Administration manual and National staff policy Handbook.
• Responsible
  for maintaining personnel files for all staff and ensuring consistent up date
  from time to time.
• Prepare and
  implement guidelines for support functions of reception, photocopying,
  office cleaner and general office maintenance.
• Responsible
  to ensure proper functioning and maintenance of office equipment’s and
  other facilities including timely payments of utility bills for water,
  accommodation and any other related bills under administration.
• Collect
  monthly timesheets and review to ensure all supporting documents like
  leave forms are attached before forwarding to Kotido Finance Officer for
  review/ submission.
• Organize
  and oversee travel and accommodation arrangements for Mercy Corps Staff in
  Kaabong office
• Work closely
  with the respective supervisors prepare staff position description,
  contracts, participate in disciplinary, hiring and termination meeting for
  the Kaabong office as necessary, advise staff (national and international)
  on disciplinary procedures.
• Prepare and
  attend staff general and coordination meetings and compile the minutes as
  discussed and agreed upon by chairperson/supervisor.
• Support the
  Operations Manager in conducting or arranging for trainings and or other
  human resource development activities.
• Manage and
  renew office and house/apartment rental agreements.
• Administer
  all health insurance issues for Kaabong staff as well as follow up staff
  Identity Card issues.
• Compile and
  prepare accurate and timely bi-weekly reports
• Organize
  and oversee travel and accommodation arrangements for Mercy Corps Staff in
  Kaabong office
• In liaison
  with the respective supervisors prepare staff position description,
  contracts, participate in disciplinary, hiring and termination meeting for
  the Kaabong office as necessary, advise staff (national and international)
  on disciplinary procedures.
• Prepare and
  attend staff general and coordination meetings and compile the minutes as
  discussed and agreed upon by chairperson/supervisor.
• Assist
  Operations Manager in conducting or arranging for trainings and or other
  human resource development activities.
• Manage and
  renew office and house/apartment rental agreements.
• Administer
  all health insurance issues for Kaabong staff as well as follow up staff
  Identity Card issues.
• Prepare
  accurate and timely bi-weekly reports.

• Adherence
  to Mercy Corps logistics, warehousing, procurement and asset policies and
  procedures. Assist in training and orientation of new staffs.
• Facilitate
  any incident reporting requirements as required. Maintain a filing system
  and ensure Operations Manager have access to files and completed forms
  (this includes work –related injuries/ accidents)
• Prepare
  report of monthly stocks, end of grant stocks, fiscal year physical counts
  and other physical counts, as instructed by supervisor.
• In absence
  of the Operations Manager, work with the Head driver to schedule vehicle
  use to meet programmatic and operational needs. Manage security and other
  related Logistical needs at Kaabong office.
• Act as
  Operations Manager in his/ her absence.
• Perform any
  other duties as assigned by the supervisor.

• The applicant
  should have  one year’s experience
  in administration or management and a relevant university degree or
  Diploma with three years’ experience.
• Demonstrated
  understanding of and / or experience with governmental, non-governmental,
  commercial administration, procurement and management issues, protocols
  and associated systems/apparatus.
• Excellent
  negotiation, representation, skills and the ability to work comfortably
  with an ethnically diverse staff.
• Effective
  verbal and written communication, organizational skills – Fluency in both
  written and spoken and English. A’ Karimojong language is a plus.
• Basic
  computer skills (Word, Excel) and knowledge of and experience in
  inventory, human resource management, procurement procedures, etc.
• Demonstrated
  attention to detail, ability to follow procedures, meet deadlines and work
  independently and cooperatively with team members and a proven ability to
  solve problems independently without direct supervision.
• A strong
  team player, with good communication and diplomatic skills.
• Excellent analytical
  and information management skills.
• Good
  organizational skills and ability to work under stress.
• Flexible
  and creative in planning and problem solving.
• Attention
  to detail, ability to follow procedures and meet deadlines and work
  independently and cooperatively with team members.
• Skills in
  maintaining professional internal and external relationships.
• Maintain
  confidentiality of sensitive information both for the staff and the
  organization.

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