Uganda: Admnistration Officer- Only Ugandan Nationals

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Organization: Mercy Corps
Country: Uganda
Closing date: 17 Jul 2019

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future. In Uganda, Mercy Corps has been operational since 2006 by focusing its programming on economic development, maternal health, adolescent girls’, livelihoods, conflict mitigation, and humanitarian refugee response.

Program / Department Summary

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. With funding from USAID, DFID, ECHO, Sweden Government, Swiss Development Cooperation private foundations including Master Card and Nike. Mercy Corps has been

able to work together with communities in Uganda to respond to the needs of our target population, which is focused on youth and more specifically adolescent girls. 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. All Mercy Corps interventions in Uganda are implemented in a conflict and gender sensitive manner.

General Position 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.

Essential Job 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.

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.

Accountability to Beneficiaries

· Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility

Directly: Administration assistant, Receptionist and Head guard.

Accountability

Reports Directly to: Operations Manager

Works Directly with: Mercy Corps finance team, Administration and Logistics Management team, Programs Managers/Directors, programs team, field office teams

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.

Knowledge and Experience

• Minimum 3 years’ experience with office administration; computer skills are required, must be an independent thinker and have strong organizational skills;

• Must possess a minimum of a degree in preferably Business Administration/ Public, Social Work, Education, or other related field.

• 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

Success Factors

The successful Operations Manager will be good at problem solving and have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. An impeccable professional standard and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. S/he will maintain strong cooperative relationships with other departments and interact effectively with all personnel both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work environment and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Living Conditions / Environmental Conditions

The position is based in Field Office

How to apply:

How to apply: Submit your application through email to ug-mcjobs@mercycorps.org addressed to the Human Resource Director, Mercy Corps Uganda. Include a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates. Deadline for Submission: Close of business on Wednesday, 17th July, 2019. Subject of email should include the position you are applying for. Only short-listed candidates will be contacted by Mercy Corps. Mercy Corps is an equal opportunity employer; qualified female candidates are strongly encouraged to apply

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