Job Title: Administrative Officer
Organization: Mercy Corps
Duty Station: Uganda
Reports to: Operations Manager
About Mercy Corps:
Mercy
Corps is an International NGO that exists to alleviate poverty and oppression
by helping people build secure, productive and just communities. Mercy Corps
has been fully registered in Uganda as an operational NGO. Currently Mercy
Corps has an office in Kampala and is implementing Food Security programs which
comprise of Water and Sanitation, Livelihood and Agriculture and Conflict
Mitigation Management Program in North and North Eastern Uganda. We implement
programs in the northern districts of Pader, Kitgum, Agago, Lamwo, Kaabong,
Abim and Kotido with funding from USAID, USDA, Walmart Foundation, SDC, DFID as
well as other private donations.
Corps is an International NGO that exists to alleviate poverty and oppression
by helping people build secure, productive and just communities. Mercy Corps
has been fully registered in Uganda as an operational NGO. Currently Mercy
Corps has an office in Kampala and is implementing Food Security programs which
comprise of Water and Sanitation, Livelihood and Agriculture and Conflict
Mitigation Management Program in North and North Eastern Uganda. We implement
programs in the northern districts of Pader, Kitgum, Agago, Lamwo, Kaabong,
Abim and Kotido with funding from USAID, USDA, Walmart Foundation, SDC, DFID as
well as other private donations.
Job Summary: The Administrative Officer will be mainly responsible
for providing oversight to the management of human resources and administrative
support for Mercy Corps programming in Kaabong Office. The incumbent will offer
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.
for providing oversight to the management of human resources and administrative
support for Mercy Corps programming in Kaabong Office. The incumbent will offer
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. - Render support in the training and
orientation of new staff in those procedures. - Manage the smooth flow of routine,
administrative work in Kotido 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, office
cleaning and maintenance. - Ensure proper functioning and maintenance of
the office and guesthouses equipments like photocopiers, printers,
Cookers, fridges etc - Facilitate timely payments for electricity,
water, DSTV and any other related bills for the facilities. - In charge of maintaining an accurate
inventory of office supplies to include stationery, Consumables and
Catridges/Tonner. - Overall responsible for all travel and
accommodation arrangements for Mercy Corps Guests and staff in Kaabong. - Responsible for managing maintaining confidentially
an appropriate and up to date filing system including the following;
Staff/personnel files, Employment & Service contracts and leave
database, Stock/inventory files, Staff meeting minutes - Maintain confidentiality of all national
staff personnel issues including disciplinary procedures and contract/ pay
rates 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 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. - 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 - Follow up on staff Identity Cards, Medical
cards and business card issues. - Prepare and submit accurate and timely
bi-weekly reports to Supervisors. - Receive, store and issue goods & supplies
for Kaabong office - Offer technical 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 by the
supervisor
Qualifications, Skills and Experience:
- The ideal candidate for the Mercy Corps
Administrative Officer job opportunity should hold a Bachelor’s Degree in
preferably Human Resource, Business Administration, Social Work, Public
Administration, Education, or other related field - At least three years’ administration experience
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. - A strong team player, with good communication
and diplomatic skills. - Excellent analytical and information
management skills. - Excellent organizational skills and ability
to work under stress. - Flexible and creative in planning and problem
solving. - Keen 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.
How to Apply:
All
prospective Ugandans who wish to join Mercy Corps are encouraged to send their
applications via email including a cover letter clearly stating your salary
requirements, CV (with 3 referees), and copies of academic qualifications/certificates
to [email protected] addressed to the HR Manager, Kampala Head Office on
4th Floor Embassy Plaza, Plot 1188-1190 Ggaba Road.
prospective Ugandans who wish to join Mercy Corps are encouraged to send their
applications via email including a cover letter clearly stating your salary
requirements, CV (with 3 referees), and copies of academic qualifications/certificates
to [email protected] addressed to the HR Manager, Kampala Head Office on
4th Floor Embassy Plaza, Plot 1188-1190 Ggaba Road.
Deadline: 24th March, 2016
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