Administration Officer NGO Jobs – Mercy Corps

Job
Title:         
 Administration
Officer 
Organization: Mercy
Corps
Duty Station: 
Uganda
Reports to: Operations
Manager
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 reports to the
Operations Manager and is responsible for providing oversight to the
administrative support for Mercy Corps programming in all 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: 
  • 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 field office and ensure office and personnel
    are following 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 other correspondences.
  • Assist and work with the procurement
    officer to prepare for and arrange logistics for workshops, meeting,
    trainings and other activities that may arise in the field office.
  • Make local 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 office land
    lord.
  • Manage the admin department databases
    and Master Supplier Agreements databases for field office.
  • Participate in the recruitment process
    for new hires.
  • Coordinate all human resource related
    activities in the field including receiving and submitting HR documents
    between field office and Kampala offices
  • Receive and dispatch parcels between
    field office and Kampala plus other field office
Finance &
Compliance Management:
Ensure
compliance with donor and Mercy Corps regulations.
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.
  • Manage security contracts and Mercy
    Corps guards.



Qualifications, Skills and Experience: 
  • The applicant for the Mercy Corps
    Administration Officer job must hold a Bachelor’s degree in Business
    Administration/ Public, Social Work, Education, or other related field.
  • At least three years’ 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
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: 17th July 2019
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