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Job Title:  Administration Officer – Kaabong  

Organisation: Mercy Corps

Duty Station: Kaabong, Uganda

Reports to: Senior Operations Officer – Kaabong

About US:

Mercy Corps is an international non-profit organization which implements high-quality, analytical development programmes in very difficult places. Mercy Corps has been operating in Uganda since 2006. It has and continues to implement programs in Acholi and Karamoja sub regions. Mercy Corps is taking a community-led, market driven approach to address poverty and food insecurity needs through interventions that get to the root causes and contributing factors of economic vulnerability.

Job Summary:  The Administration Officer will be responsible for the management of administrative support for Mercy Corps programming in Kaabong and Karenga field Offices, 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 Kaabong and Karenga Field offices.
• 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 Kaabong Office Travel Tracker up to date.

Administration Logistics

• Support Mercy Corps Kaabong and Karenga field Offices 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 Kaabong and Karenga field Offices.
• Support in managing the Kaabong 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 and HR files. Ensures that all administration and HR 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, and team members HR files. 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 Kaabong and Karenga office.
• Facilitate timely payments for utilities for Kaabong and Karenga Offices. The utilities include electricity, water, office telephone and any other utility bills for the facilities.
• Ensure proper functioning and maintenance of the office, house equipment like photocopiers, printers, cookers, microwaves, and others.
• Contribute to maintenance of 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

• Provide day today supervision to private security guards at Kaabong and Karenga Offices.
• Ensure compliance with security procedures and policies as determined by country leadership.

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Qualifications, Skills and Experience:

• The applicant must 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 corporate 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 interested applicants must submit their Cover Letter & CV saved in 1 document as a PDF of no more than 5 pages at the link below.

Click Here

Deadline: 20th January 2023

NB:

• Please note that any application submitted that does not follow the above instructions will be automatically discarded.
• Only shortlisted candidates will be contacted.
• Locals with the required qualifications are encouraged to apply.
• Mercy Corps does not charge any fees at any stage of the recruitment process.

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