Administration Officer Career Opportunity – Mercy Corps

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Organisation: Mercy Corps
(MC)
Duty Station:  Uganda
Reports to:  Operations Manager
About US:
Mercy Corps is an international
non-profit organization which implements high-quality, analytical development
programmes in very difficult places. Mercy Corps has been operating in Uganda
since 2006. It has and continues to implement programs in Acholi and Karamoja
sub regions. Mercy Corps is taking a community-led, market driven approach to
address poverty and food insecurity needs through interventions that get to the
root causes and contributing factors of economic vulnerability. Donors include
the United States Agency for International Development (USAID), the European
Commission (EC), United States Department of Agriculture (USDA) and Swiss
Development Cooperation (SDC).
Job
Summary: The Administration
Officer will be responsible for providing oversight to the management of human
resources and administrative support for Mercy Corps programming in Kaabong
Office in the achievement of MC program objectives with the facilitation of
recruitment, orientation, management of staff database, office supply, staff
travel and accommodation, and general administration issues in the HR / Administration
Department.
Key
Duties and Responsibilities: 
·        
Adhere
to Mercy Corps mandated, procedures and controls including: Field
Administration, Field Procurement, Logistics, Asset Management and Finance
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.
·        
In
charge of preparing and implementing guidelines for support functions of the reception,
photocopies, translation services, office cleaning and maintenance.
·        
Make
sure there is proper functioning and maintenance of the office and guesthouses
equipment like photocopiers, printers, cookers, fridges etc
·        
Actively
facilitate timely payments for electricity, water, DSTV and any other related
bills for the facilities.
·        
Responsible
for all travel and accommodation arrangements for Mercy Corps Guests and staff
in Kaabong
·        
Responsible
for maintaining accurate inventory of office supplies to include stationery and
consumables
·        
Responsible
for managing/maintaining an up to date filing system including staff files,
staff meeting minutes, stock/inventory files and databases
·        
Maintain
confidentiality of staff issues including disciplinary procedures, contracts/pay
rises etc
·        
Render
support in collecting monthly staff timesheets
·        
Work
closely with the respective supervisors prepare staff position description,
recruitment processes & contracts,
·        
Actively
participate in disciplinary actions, hiring and termination meetings 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.
·        
Render
support in conducting or arranging for trainings and or other human resource
development activities.
·        
Support
in managing and renewal of office and guesthouse rental agreements.
·        
Administer
all health insurance issues for Kaabong staff as well as
·        
Expeditiously
follow-up on staff Identity Cards, Medical cards and business card issues.
·        
Prepare
accurate and timely bi-weekly reports to Supervisors.
·        
Receive,
store and issue goods & supplies for Kaabong office
·        
Support
in procurement process from time to time, especially in managing hotel PSAs
·        
Conduct
him/herself both professionally and personally in such a manner as to bring
credit to mercy Corps and not to jeopardize it’s humanitarian mission
·        
Perform
any other duties as assigned
Qualifications,
Skills and Experience: 
·        
The
ideal candidate for this Mercy Corps Administration Officer Job opportunity
should preferably hold a Bachelor’s Degree preferably in Human Resource,
Business Administration, Social Work, Public Administration or other related
field
·        
A
minimum of 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
·        
Excellent
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, meet deadlines and work
independently and cooperatively with team members.
·        
Strong
ability to innovatively solve problems.
·        
Be a
strong team player, with good communication and diplomatic skills.
·        
Excellent
analytical and information management skills.
·        
Organizational
skills and ability to work under stress.
·        
Highly
flexible and creative in planning and problem solving.
·        
Keen
attention to detail and have the ability to follow procedures and meet deadlines
as well as work well independently and cooperatively with team members.
·        
Be
skilled in maintaining professional internal and external relationships.
·        
Maintain
confidentiality of sensitive information both for the staff and the
organization.
How to Apply:  
All suitably qualified and interested candidates should send their
applications including a cover letter clearly stating the salary requirements,
updated CV (with three professional referees), and copies of academic
qualifications/certificates to the HR/Admin Manager, Kampala Head Office on 4th
Floor Embassy Plaza, Plot 1188-1190 Ggaba Road. The E-mail applications with
cover letter should be sent to: tomcuganda@ug.mercycorps.org.
Deadline:  18th May 2015
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