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Job Title:    Administration Officer

Organization: Mercy
Corps

Duty Station:
Kampala, Uganda

Reports to: Kampala Operations Manager

 

About US:

Mercy Corps has been
present in Uganda since 2006, focusing its interventions on economic and
agricultural development, maternal child health and nutrition, governance,
conflict management and humanitarian response. In 2017, Mercy Corps had an
impact on almost 1 million beneficiaries in Uganda through our work focusing on
building resilience and enabling economic growth, improving opportunities to
attain better health and nutrition, and improving governance and conflict
management. Common themes include community engagement, inclusive development,
gender, and working in partnership with local government, the private sector
and civil society actors.

 

Job Summary:  The Administration Officer will be responsible
for the management of administrative support for Mercy Corps programming in
Kampala Office, assist in the achievement of program objectives with the
facilitation of office supplies, staff travel and accommodation, facilities
management (office and expatriate staff residences) and general administration
in the Operations Department.

 

Key Duties and
Responsibilities:

Strategy and Vision

·        
Actively
contribute to the office strategic planning process and provide regular
updates.

·        
Representation

·        
Interface
with stakeholders and local partners in a manner consistent to the Mercy Corps
ethos.

·        
Build
and maintain productive relationships with staff, vendors, partners and other
stakeholders.

·        
Maintain
high ethical standards and treat all people with respect and dignity.

·        
Team
Management

·        
Develop
the capacity of his/her team & assist them with continued development of a
career path.

·        
Demonstrate
an awareness of his/her own strengths and development needs.

·        
Work
with Mercy Corps staff to ensure smooth introduction and adoption of
operational systems including Mercy Corps Field Facilities and Office
Management Policy.

Staff Travel

·        
Overall
responsibility for all travel and accommodation arrangements for Mercy Corps
guests and team members in Kampala.

·        
Handle
International guest logistics; airport pick-ups, accommodation, field movement
support, and other guest-related issues.

·        
Conferencing
and event management, including making all arrangements as required by MC Team
members.

·        
Keep
Kampala Office Travel Tracker up-to-date.

Administration
Logistics

·        
Support
Mercy Corps Kampala Office with all Mercy Corps Administration arrangements.

·        
Prepare
and implement guidelines for support functions of the reception, photocopies,
office cleaning and maintenance. Key among them is putting in place and
implement guidelines for managing the purchase, storage, and distribution of
office supplies.

·        
Responsible
for maintaining an accurate record of office supplies including stationery,
consumables and cartridges/toners.

·        
Maintain
an update inventory for Kampala Offices, Guest House and all expat houses.

·        
Support
in managing the Kampala Office mini store and movement of documents and
supplies.

·        
Prepare
and attend staff general and coordination meetings and compile the minutes as
discussed and agreed upon by chairperson/supervisor.

·        
Other
administrative duties as assigned by supervisor.

File Maintenance

·        
Responsible
for maintaining administration files. Ensures that all administration documents
are stored in a safe and secure location, protected from damage. Such files
including stock/inventory files, minutes of departmental and general staff
meeting. The files must always be updated, organized, clearly marked, and complete.

·        
Ensure
Mercy Corps admin manuals, travel documents (copies of team members’ passports
and visas), and other critical information such as office security passwords is
kept safely.

Facilities
Management

·        
Responsible
for managing facilities & office management functions of Kampala office.

·        
Facilitate
timely payments for utilities for Kampala Offices, Guest House and expat
houses. The utilities include electricity, water, garbage collection, office
telephone, DSTV and any other utility bills for the facilities.

·        
Ensure
proper functioning and maintenance of the office, guesthouse and expat house
equipment like photocopiers, printers, cookers, microwaves, fridges and others.

·        
Maintain
a complete, accurate and up to date lease Matrix for Mercy Corps Uganda.

Finance &
Compliance Management

·        
Adhere
to Mercy Corps mandated, procedures and controls including: Field Facilities
and Office Management, Field Procurement, Logistics, Asset and Inventory
Management and Finance procedures.

·        
Offer
support in training and orientation of new staff in those procedures.

·        
Work
with Finance, Internal Risk and Compliance to mitigate fraud, conflict of
interest and legal ramifications of Mercy Corps administration activities.

·        
Security

·        
Ensure
compliance with security procedures and policies as determined by country
leadership.

Organizational
Learning

·        
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.

 

Qualifications, Skills and Experience:

·        
The
applicant for the Mercy Corps Administration Officer job should preferably hold
a Bachelor’s degree in Human Resource, Business Administration, Social Work,
Public Administration, Education, or other related field.

·        
At least
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 administrative work in a busy and multi-cultural environment.

·        
Very
good writing and verbal 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 solve problems innovatively.

·        
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 candidates
should apply online at the link below.

 

Click
Here

 

Deadline: 27^th November 2020

 

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