Fresher Administration Assistant NGO Jobs – Mercy Corps

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Job Title:      Administration Assistant  
Organisation: Mercy Corps
Duty Station: Uganda
Reports to: Procurement, Logistics
Officer
About US:
Mercy Corps is
an international non-profit organization which been operating in Uganda since
2006 and works to catalyze change makers within the private sector, civil
society and government to create economically dynamic, healthy and secure
communities. Our works focus on building resilience and enable economic growth,
improve opportunities to attain better health and nutrition, and improved
governance and conflict management. We implement programs in the districts of
Pader, Kitgum, Gulu, Agago, and Lamwo in Acholi and entire Karamoja as well as
eastern Uganda with funding from USAID, USDA, Walmart Foundation, SDC, DFID as
well as other private donations.
Job Summary: The
Administration Officer will be mainly responsible for providing oversight to
the management of human resources and administrative support for Mercy Corps
programming in Moroto, Uganda. The incumbent will also render support 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. Assist in training and orientation of new
staff in those procedures.
·        
Manage the smooth flow of routine, administrative
work in Moroto office and ensure office and personnel policies are in
compliance with Mercy Corps Field Administration Manual and National Staff
Policy Handbook.
·        
Prepare and implement guidelines for support
functions of the reception, photocopies, translation services, cook and
cleaners and office maintenance.
·        
Ensure proper functioning and maintenance of the
office and guesthouse equipment and other facilities including timely payments
for electricity, water, DSTV and any other related bills under administration.
·        
The incumbent will be maintaining an accurate
inventory of office supplies.
·        
Overall responsible for all travel and accommodation
arrangements for Mercy Corps staff in Moroto.
·        
Responsible for maintaining an appropriate and up to
date filing system including personnel files, contracts and leave database for
all Mercy Corps Moroto staff and maintain confidentiality of all national staff
personnel issues including disciplinary procedures and contract/ pay rates etc.
·        
The incumbent will also be collecting monthly staff
time-sheets.
·        
Work closely with the respective supervisors prepare
staff position description, contracts, participate in disciplinary, hiring and
termination meeting for the Moroto office as necessary, advise staff (national
and international) on disciplinary procedures.
·Ensure that the
telephone log is used and that the telephone is maintained this includes
receiving calls.
·        
Prepare and attend staff general and coordination
meetings and compile the minutes as discussed and agreed upon by
chairperson/supervisor.
·        
Support the Procurement & Logistics Officer in
conducting or arranging for training and or other human resource development
activities.
·        
Manage and renew office and house/apartment rental
agreements.
·        
Administer all health insurance issues for Moroto
staff as well as follow up staff Identity Card issues.
·        
Prepare and send accurate and timely bi-weekly
reports on Admin/HR and submit to the supervisor
·        
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 Mercy Corps Administration Assistant should
preferably hold a Diploma in Human Resource, Social Work, Public
Administration, Education, or other related field
·        
At least two years’ experience in a similar position
preferably with Humanitarian Organization.
·        
The incumbent must demonstrate excellence in human
resource management, particularly in a multi-cultural environment, including
techniques for staff development, training, motivation, and discipline
·        
Excellent writing and communications skills
·        
Computer literacy skills (Microsoft word, Microsoft
excel and Microsoft power point and Microsoft access)
·        
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.
·        
Proven ability to innovatively solve problems.
·        
Good team player, with good communication and
diplomatic skills.
·        
Excellent analytical and information management
skills.
·        
Excellent organizational skills and ability to work
under/manage Stress.
·        
Flexible and creative in planning and problem
solving.
·        
Skill 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 Ugandan 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: mcjobs@ug.mercycorps.org
Deadline: 
11th November 2015
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