Administrative Officer US Non-profit Jobs – Mercy Corps

Job
Title:         
 Administrative
Officer
Organization: Mercy
Corps
Duty Station: 
Uganda
About US:
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.
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 Moroto Office, assist 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 /Operations
Department.
Key Duties and Responsibilities: 
  • Support the program with all MC Administration 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 continued
    development of a career path for his/her staff.
  • Work in liaison with all Mercy Corps staff to ensure smooth
    introduction and adoption of MC Staff handbook, Administration and
    Warehousing policy.
  • Work with finance compliance to mitigate fraud, conflict of interest
    and legal ramifications of Mercy Corps
  • Adhere to Mercy Corps mandated, procedures and controls including:
    Field Administration, Field Procurement, Logistics, Asset Management and
    Finance procedures.
  • Offer support in training and orientation of new staff in those
    procedures.
  • 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 equipment’s like photocopiers, printers, Cookers, fridges etc
  • Facilitate timely payments for electricity, water, DSTV and any
    other related bills for the facilities.
  • Responsible for maintaining an accurate inventory of office supplies
    to include stationery, Consumables and Cartridges/Tonner.
  • Overall responsible for all travel and accommodation arrangements
    for Mercy Corps Guests and staff in Moroto.
  • Responsible for managing maintaining confidentially an appropriate
    and up to date filing system including the following; Staff/personnel
    files, Employment & Service contracts, leave database, stock/inventory
    files, staff meeting minutes
  • Assist 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 Moroto 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.
  • Assist in conducting or arranging for trainings and or other human
    resource development activities.
  • Support in managing stores and shipment deliveries, and movement of
    documents and supplies.
  • Administer all health insurance issues for Moroto staff as well as
    follow up on staff Identity Cards, Medical cards and business card issues.
Finance &
Compliance Management:
Ensure
compliance with donor and Mercy Corps regulations related to food security
programming.
Security:
  • Ensure compliance with security procedures and policies as
    determined by country leadership.
  • Proactively ensure that team members operate in a secure environment
    and are aware of policies.


Qualifications, Skills and Experience:
  • The ideal candidate for the Mercy Corps Administrative Officer job
    opportunity should a Bachelor’s degree in Human Resource, Business
    Administration, Social Work, Public Administration, Education, 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, ability to
    transparently manage stores, filing, and meet deadlines work independently
    and cooperatively with team members.
  • Proven ability to innovatively solve problems.
  • A clear understanding of Administration as well as the willingness
    and ability to enforce compliance with Mercy Corps and donor policies and
    procedures is essential.
  • Proven ability to interact effectively with international and
    national staff members is required.
  • A demonstrated ability to work quickly and accurately, meet
    deadlines and process information in support of program activities is
    necessary.
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: 27th July 2018
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