Administration Officer US Non-profit Jobs – Mercy Corps

Job Title:        Administration
Organization: Mercy
Duty Station: Uganda
Reports to: Operations
About US:
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
Job Summary:  The Administration Officer 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 Kampala
    and Field offices and ensure office and personnel policies are in
    compliance with 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, flight
    bookings, Visas and other correspondences.
  • Liaise with respective staff to work on staff travels,
    accommodations, Visa processing, Ticket booking, necessary vaccinations
    and follow up on in country and international travel requirements.
  • Handle International guest logistics; welcome packs, airport
    pick-ups, accommodations, phones and modems, field movement support, visa
    support and other guest-related issues.
  • Assist and work with the procurement officer to prepare for and
    arrange logistics for workshops, meeting, trainings and other activities
    that may arise in both the Kampala office and field locations.
  • Make local and International travel flight 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 residence land lords.
  • Manage the admin department databases and Master Supplier Agreements
    databases for the Kampala office.
  • Manage the health and safety chapter of the Kampala office; gather
    information on fire drills, purchase of first aid supplies and share
    health and safety policies with the general’s staff
Finance &
Compliance Management:
compliance with donor and Mercy Corps regulations.
  • 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.
  • 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
  • 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.

Qualifications, Skills and Experience: 
  • The applicant must hold a degree in preferably Business
    Administration/ Public, Social Work, Education, or other related field.
  • At least three years of 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
  • 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 interested
candidates are invited to send their applications enclosing curriculum vitae,
copies of academic and professional certificates along with the names and
contacts of three referees. Applications should be sent by post, courier, hand
delivery or e-mail to the address given below; The Director, Executive
Recruitment, Future Options Consulting Ltd, 4th Floor, DTB Centre, Kampala
Road, P.O. Box: 34934, Kampala, Uganda. Phone: +256-414-231204/206, Email:
Deadline: 21st September 2018
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