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Fresher Operations Assistant US Non-profit Jobs – Mercy Corps

Job
Title:         
 Operations
Assistant
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.
About DYNAMIC Program:
Working in consortia
with GOAL, VSO and Restless Development, the Driving Youth-led New Agribusiness
and Microenterprise (DYNAMIC) program will strengthen systems and facilitate
creation of sustainable economic opportunities for disadvantaged youth.
DYNAMIC’s goal is to increase the number of young people who are in secure
employment or self-employment and to promote efficient agricultural market
systems for youth. DYNAMIC will reach 125,000 out-of-school youth aged 15–24 in
nine districts of northern Uganda over five years. Through a market
facilitation approach, youth already engaged in on-farm activities will move
from subsistence to more productive and profitable farming. DYNAMIC will
increase the employability of youth by facilitating access to demand driven
technical skills, knowledge and market information. In parallel, DYNAMIC will
link agribusinesses and microenterprises to market opportunities and diverse
stakeholders, and ensure they can utilize financial services.
Job Summary:  The Administration Assistant reports to the
Senior Operations Officer and is responsible for providing oversight to the
administrative support for Mercy Corps programming in Gulu/Lira Offices; assist
in the achievement of MC program objectives with the facilitation of
recruitment, orientation, management of staff database, office supplies, guest
logistics, health and safety management, staff travel and accommodation and
general office and field administration issues.
Key Duties and Responsibilities: 
  • Support the program with all MC Administration arrangements.
  • 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 and Administration 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, maintenance
    and travel coordination.
  • Ensure proper functioning and maintenance of the office and
    guesthouses equipment like photocopiers, printers, cookers, fridges, etc.
  • Ensure all office equipment in the various offices and residence is
    well maintained, generators are always fueled, generator log sheets are
    filled in appropriately.
  • Facilitate timely payments for electricity, water, and any other
    utility bills for the facilities.
  • Responsible for maintaining an accurate inventory of office supplies
    to include stationery, consumables and cartridges/toners.
  • Overall responsible for all travel and accommodation arrangements
    for Mercy Corps Guests and staff in Gulu
  • Handle International guest logistics; airport pick-ups,
    accommodations, field movement support, and other guest-related issues.
  • Keep Travel Tracker up-to-date.
  • Responsible for managing maintaining confidentiality an
    appropriately the filing system including but not limited to the
    following; Staff/personnel files, Employment & Service contracts,
    leave database, stock/inventory files, staff meeting minutes
  • Assist in collecting monthly staff timesheets and leave request
    forms.
  • Work closely with the respective supervisors and hiring managers in
    recruitment processes & staff management.
  • Actively participate in disciplinary actions, hiring and termination
    meeting for the Gulu office as necessary, advise staff (national and
    international) on disciplinary procedures.
  • Prepare and attend staff 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.
  • Conferencing and Event Management, including making all arrangements
    as required by MC staff.
  • Support in managing stores and shipment deliveries, and movement of
    documents and supplies.
  • Administer all health insurance issues for Gulu staff as well as
    follow up on staff Identity cards, Medical cards and business card issues.
  • Support in the daily coordination of Mercy Corps Program procurement
    activities;
  • Assists program and support staff on creating clear and understandable
    purchase requests (PR) and other documentation;
  • Collects quotations and bids from the market for PRs as assigned –
    as per Mercy Corps standards and formats;
  • Prepare the required documentation of supplies and transactions as
    to MC standards.
  • Preparation of status reports on deliveries for Programs, office
    Management and recipient of supplies.
  • Maintain thorough procurement files as outlined in the MC
    procurement policy;
  • Interacts with suppliers according to MC standards.
  • Assists Senior Operations Officer with asset management.
  • Conduct market surveys for prices and maintain a list of prices for
    commonly purchased items in all Program areas of operation.
  • Processing payments for completed procurement ensuring
    acknowledgement in terms of GRNs, Completion Certificates and waybills are
    completed by relevant staff.
  • Work closely with requestors on in ensuring services and contracts
    are delivered according to agreed terms and condition
  • Support the Senior Operations Officer is managing fleet at Field
    office level
  • Other duties as assigned by supervisor.



Qualifications, Skills and Experience: 
  • The applicant for the Mercy Corps Operations Assistant job must hold
    a Bachelor’s degree in Human Resource, Business Administration, Social
    Work, Public Administration, Education, or other related field.
  • At least two 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.
  • Proven ability to innovatively solve problems.
  • A clear understanding of Administration/ Operations 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: ug-mcjobs@mercycorps.org
Deadline: 14th June 2019
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