Job Title: Administration Assistant
Organisation: Mercy Corps
Duty Station: Kampala,
Uganda
Uganda
Reports to: Administration
Officer
Officer
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), DFID, Mastercard
Foundation, WALMART Foundation, Coca Cola Africa Foundation, US Depart of State
(DOS) /PEPFAR, ECHO and Nike Foundation.
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), DFID, Mastercard
Foundation, WALMART Foundation, Coca Cola Africa Foundation, US Depart of State
(DOS) /PEPFAR, ECHO and Nike Foundation.
Job Summary: The
Administration Assistant will work within the logistics department of the
operational support structure, committed to provide reliable and compliant
support to program activities in order to achieve efficient service to program
beneficiaries. The Administration Assistant is the focal point of daily
administration office tasks and the link between reception and administration
officer.
Administration Assistant will work within the logistics department of the
operational support structure, committed to provide reliable and compliant
support to program activities in order to achieve efficient service to program
beneficiaries. The Administration Assistant is the focal point of daily
administration office tasks and the link between reception and administration
officer.
Key Duties and Responsibilities:
Kampala Office Inventories/ Store keeping
·
The incumbent maintains Kampala office items
inventory
The incumbent maintains Kampala office items
inventory
·
Responsible for all goods reception, checking,
counting, GRN signing.
Responsible for all goods reception, checking,
counting, GRN signing.
·
Follows up back orders, in coordination with
procurement team
Follows up back orders, in coordination with
procurement team
·
Performs store keeping, by keeping storage neat
Performs store keeping, by keeping storage neat
·
Coordinates on dispatch/ deliveries to/ from the
field
Coordinates on dispatch/ deliveries to/ from the
field
·
Manages the Office supplies inventory, along
supporting the receptionist
Manages the Office supplies inventory, along
supporting the receptionist
Lease facilities Support:
·
Tasked with the requisition, repair and
maintenance of all equipment at expat houses
Tasked with the requisition, repair and
maintenance of all equipment at expat houses
·
Update of expatriates and guesthouse item list
Update of expatriates and guesthouse item list
·
In charge of following up expatriates housing
items requests
In charge of following up expatriates housing
items requests
·
Archiving and keeping documentation regarding
expatriates housing (non-finance)
Archiving and keeping documentation regarding
expatriates housing (non-finance)
·
Follows up maintenance/requests board
Follows up maintenance/requests board
Staff/ guests travel support
·
Keep updated the Local Travel Matrix
Keep updated the Local Travel Matrix
·
Facilitates local traveling (Flight/ Vehicle
booking, Lodging)
Facilitates local traveling (Flight/ Vehicle
booking, Lodging)
·
The jobholder also keeps guests informed about
their traveling details
The jobholder also keeps guests informed about
their traveling details
·
Foresees emergencies in traveling and
accommodates accordingly
Foresees emergencies in traveling and
accommodates accordingly
·
Coordinates with transportation officer
Coordinates with transportation officer
Other:
·
Supports the Administration Officer in her/ his
tasks when required
Supports the Administration Officer in her/ his
tasks when required
·
Supports expatriate staff on their requests or
liaises on their behalf when needed
Supports expatriate staff on their requests or
liaises on their behalf when needed
·
Prints business and ID cards
Prints business and ID cards
·
Keeps minutes on meetings, if requested
Keeps minutes on meetings, if requested
·
Fulfils errand services, as requested
Fulfils errand services, as requested
·
Any other task assigned by the supervisor
Any other task assigned by the supervisor
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the Mercy Corps Administration
Assistant job opportunity should hold a University degree in administration,
management, social sciences, industrial/community psychology or other relevant
field.
The applicant for the Mercy Corps Administration
Assistant job opportunity should hold a University degree in administration,
management, social sciences, industrial/community psychology or other relevant
field.
·
At least two years of professional experience in
office administration is also required, as well as fluency in written and
verbal English.
At least two years of professional experience in
office administration is also required, as well as fluency in written and
verbal English.
·
Candidate must possess an attention to detail,
ability to follow procedures, meet deadlines, and work independently and
cooperatively with team members.
Candidate must possess an attention to detail,
ability to follow procedures, meet deadlines, and work independently and
cooperatively with team members.
·
Computer literacy i.e. strong knowledge of
Microsoft word and Excel.
Computer literacy i.e. strong knowledge of
Microsoft word and Excel.
·
Ability to spend time on outside works of
various durations as needed.
Ability to spend time on outside works of
various durations as needed.
·
Positive attitude, friendly demeanor.
Positive attitude, friendly demeanor.
·
Ability to problem solve, good organization
skills, ability to work independently and in a team, attention to detail,
initiative and flexibility.
Ability to problem solve, good organization
skills, ability to work independently and in a team, attention to detail,
initiative and flexibility.
·
Works with urgency to prove prompt, proactive
responses. Collaborative spirit.
Works with urgency to prove prompt, proactive
responses. Collaborative spirit.
How to Apply:
All suitably qualified and interested candidates should send their
E-mail applications including a cover letter clearly stating the salary
requirements, updated CV (with three professional referees), and copies of
academic qualifications/certificates addressed to the Senior HR and Legal
Manager, Mercy Corps Uganda to: [email protected]
E-mail applications including a cover letter clearly stating the salary
requirements, updated CV (with three professional referees), and copies of
academic qualifications/certificates addressed to the Senior HR and Legal
Manager, Mercy Corps Uganda to: [email protected]
Deadline: 13th November 2017
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