The Ugandan Jobline

• Adhere to Mercy Corps mandated procedure and controls including:
  Field Administration, Field Procurements and Procedures, Asset management
  and Finance procedures. Assist in training an orientation of new staff in
  those procedures.
• Oversee the smooth flow of routine, administrative work in the Kampala
  and Field offices and ensure office and personnel policies are in
  compliance with the MC field administrative manual and national staff
  policy handbook.
• Prepare and implement guidelines for support functions of the
  reception, files and record keeping, stores and inventory management and
  general office maintenance.
• Ensure proper functioning and maintenance of Office and Residence
  equipment and other facilities including payment of utilities, equipment
  maintenance and repairs, garbage collections, lease payments, assets
  management in both the office and the residences and other related bills
  under this bracket.
• Responsible for maintaining accurate inventories for phones, modems,
  office consumables, stationery and cartridge and residences assets.
• Responsible for maintaining an accurate filing system including
  lease payments, administrative bills, TAs, guest travel schedules, flight
  bookings, Visas and other correspondences.
• Liaise with respective staff to work on staff travels,
  accommodations, Visa processing, Ticket booking, necessary vaccinations
  and follow up on in country and international travel requirements.
• Handle International guest logistics; welcome packs, airport
  pick-ups, accommodations, phones and modems, field movement support, visa
  support and other guest-related issues.
• Assist and work with the procurement officer to prepare for and
  arrange logistics for workshops, meeting, trainings and other activities
  that may arise in both the Kampala office and field locations.
• Make local and International travel flight bookings and follow up on
  PSAs and payments.
• Supervise clerical and office support staff with office maintenance,
  tea and snacks, meals for meetings and making general photocopies.
• Working with my supervisor to draft and review budgets, projections
  and operations reports, also assist in drafting service agreements/
  contracts for service providers.
• Cultivate and maintain good working relationships with service
  providers, contractors, staff and residence land lords.
• Manage the admin department databases and Master Supplier Agreements
  databases for the Kampala office.
• Manage the health and safety chapter of the Kampala office; gather
  information on fire drills, purchase of first aid supplies and share
  health and safety policies with the general’s staff

• 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.
• Manage security contracts and Mercy Corps guards.

• As part of our commitment to organizational learning and in support
  of our understanding that learning organizations are more effective, efficient
  and relevant to the communities they serve, we expect all team members to
  commit 5% of their time to learning activities that benefit Mercy Corps as
  well as themselves.

• Mercy Corps team members are expected to support all efforts toward
  accountability, specifically to our beneficiaries and to international
  standards guiding international relief and development work, while
  actively engaging beneficiary communities as equal partners in the design,
  monitoring and evaluation of our field projects.

• The applicant must hold a degree in preferably Business
  Administration/ Public, Social Work, Education, or other related field.
• At least three years of experience with office administration;
  computer skills are required, must be an independent thinker and have
  strong organizational skills;
• Demonstrated excellence in administration, particularly in a
  multi-cultural environment, including staff training, motivation, and
  discipline.
• Experience in ticket booking and managing visitors is a plus.
• Good writing and communications skills.
• Demonstrated attention to detail, ability to follow procedures, meet
  deadlines and work independently and cooperatively with team members.
• Good negotiation, representation skills and the ability to work
  comfortably with an ethnically diverse staff.
• Strong ability to innovatively solve problems.
• Ability to communicate in English

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