Job
Title: Administration
Officer
Title: Administration
Officer
Organization: Mercy
Corps
Corps
Duty Station:
Uganda
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.
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.
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. - Work closely 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 closely 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.
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.
Ethics and
Integrity: All Mercy Corps
staff are expected to behave ethically and demonstrate highest integrity in
their professional and personal life. Mercy Corps has zero tolerance to any
form of fraud, corruption, abuse, harassment or exploitation. Any breach of our
policies or misconduct will lead to disciplinary action or may lead to
termination.
Integrity: All Mercy Corps
staff are expected to behave ethically and demonstrate highest integrity in
their professional and personal life. Mercy Corps has zero tolerance to any
form of fraud, corruption, abuse, harassment or exploitation. Any breach of our
policies or misconduct will lead to disciplinary action or may lead to
termination.
Qualifications, Skills and Experience:
- The ideal candidate for the Mercy Corps Administration Officer job
opportunity should hold 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. - Very good 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. - Demonstrated 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. - The 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: [email protected]
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]
Deadline: 19th October 2018
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