Administration Officer US Non-profit Jobs – Mercy Corps

Job Title:     Administration Officer
Organization: Mercy
Corps
Duty Station: 
Uganda
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.
Job Summary:   The
Administration Officer is responsible for providing oversight of management of
human resources and administrative support for Mercy Corps programming in
Kotido office, assist in the achievement of MC program Objectives with the
facilitation of recruitment, orientation, Management of staff database, office
supplies, staff travel and accommodation, and general administration issues in
the HR/Administration Department.
Key Duties and Responsibilities:
  • Support the program with all MC
    administrative logistical arrangements
  • Actively contribute to the office
    strategic planning process and provide regular updates
  • Interface with stakeholders and local
    partners in a manner consistent to the program team in terms of paperwork
    and documentation of goods
  • Build and maintain productive
    relationships with all staff, stakeholders, vendors partners etc.
  • Maintain high ethical standards and treat
    people with respect and dignity.
  • Demonstrate an awareness of his/ Her own
    strengths and development needs.
  • Develop the capacity of his/her team and
    assist with the continued development of a career path for his/her staff
  • Work with all Mercy Corps staff to ensure
    smooth introduction and adoption of MC staff handbook, administrative and
    warehouse policy.
  • Work closely with finance compliance to
    mitigate fraud, conflict of interest and illegal ramifications of Mercy
    Corps.
  • Adhere to Mercy Corps mandated, procedures
    and controls including: Field administration, Field procurement,
    Logistics, Assets and finance.
  • Assist in training and orientation of new
    staff in those procedures
  • Oversee 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 guesthouse equipment’s like photocopiers, printers,
    cookers, fridges etc.
  • Facilitate timely payment for office
    utilities, DSTV and any other relates bills for the facilities
  • Responsible for maintaining an accurate
    inventory of office supplies to include stationary, consumables and
    cartridges/Tonner.
  • Overall responsible for all travel and
    accommodation arrangements for Mercy Corps Guests and staff in Kotido
  • Responsible for managing confidentially an
    appropriate and up to date filing system including the following; Staff/
    Personnel files, employment and service contracts, leave database, stock
    inventory and staff meeting files
  • Maintaining confidentiality of all
    national staff personnel issues including disciplinary procedures and
    contract/Pay rates
  • Assist in collecting monthly staff
    timesheets
  • Work closely with the respective
    supervisor, prepare staff position descriptions, recruitment processing
    and contracts
  • Participate in disciplinary actions,
    hiring and termination meetings for the Kotido office as necessary, advise
    staff (National and International) on disciplinary procedures
  • Prepare and attend staff general and
    coordination meetings and compile minutes as discussed and agreed upon by
    the chairperson/Supervisor.
  • Assist 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
    Kotido staff as well as follow up on identity cards, medical cards, and
    business card issues.
  • Prepare accurate and timely bi weekly
    reports to supervisors.
  • Receive store and issue goods and supplies
    for Kotido office
  • Support in procurement process from time
    to time, especially in managing Hotel MSAs.



Qualifications, Skills and
Experience: 
  • The
    ideal candidate for the Mercy Corps Administration Officer job placement should hold a Bachelor’s Degree
    in Human resources, Business administration, Public administration,
    Education, Social works or any other relevant field
  • Three years’ experience in an administrative
    role or related field with an INGO.
  • Demonstrated excellence in human resources
    management
  • Excellent communications skills
  • Basic computer skills in MS Office
    applications
  • Fluency in written and spoken English
    required, knowledge of Nga’karimajong will be an added advantage
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:
ug-mcjobs@mercycorps.org
Deadline:  24th January 2018

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