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Fresher Operations Assistant US Non-profit Jobs - Mercy Corps


Job Title:          Operations Assistant
Organization: Mercy Corps
Duty Station:  Uganda

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.

About DYNAMIC Program:
Working in consortia with GOAL, VSO and Restless Development, the Driving Youth-led New Agribusiness and Microenterprise (DYNAMIC) program will strengthen systems and facilitate creation of sustainable economic opportunities for disadvantaged youth. DYNAMIC’s goal is to increase the number of young people who are in secure employment or self-employment and to promote efficient agricultural market systems for youth. DYNAMIC will reach 125,000 out-of-school youth aged 15–24 in nine districts of northern Uganda over five years. Through a market facilitation approach, youth already engaged in on-farm activities will move from subsistence to more productive and profitable farming. DYNAMIC will increase the employability of youth by facilitating access to demand driven technical skills, knowledge and market information. In parallel, DYNAMIC will link agribusinesses and microenterprises to market opportunities and diverse stakeholders, and ensure they can utilize financial services.

Job Summary:  The Administration Assistant reports to the Senior Operations Officer and is responsible for providing oversight to the administrative support for Mercy Corps programming in Gulu/Lira 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: 
  • Support the program with all MC Administration arrangements.
  • Build and maintain productive relationships with all staff, stakeholders, vendors, partners, etc.
  • Maintain high ethical standards and treat people with respect and dignity.
  • Demonstrate an awareness of his/her own strengths and development needs.
  • Develop the capacity of his/her team and assist with continued development of a career path for his/her staff.
  • Work closely with all Mercy Corps staff to ensure smooth introduction and adoption of MC Staff handbook and Administration policy.
  • Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps
  • Adhere to Mercy Corps mandated, procedures and controls including: Field Administration, Field Procurement, Logistics, Asset Management and Finance procedures.
  • Offer support in training and orientation of new staff in those procedures.
  • Prepare and implement guidelines for support functions of the reception, photocopies, translation services, office cleaning, maintenance and travel coordination.
  • Ensure proper functioning and maintenance of the office and guesthouses equipment like photocopiers, printers, cookers, fridges, etc.
  • Ensure all office equipment in the various offices and residence is well maintained, generators are always fueled, generator log sheets are filled in appropriately.
  • Facilitate timely payments for electricity, water, and any other utility bills for the facilities.
  • Responsible for maintaining an accurate inventory of office supplies to include stationery, consumables and cartridges/toners.
  • Overall responsible for all travel and accommodation arrangements for Mercy Corps Guests and staff in Gulu
  • Handle International guest logistics; airport pick-ups, accommodations, field movement support, and other guest-related issues.
  • Keep Travel Tracker up-to-date.
  • Responsible for managing maintaining confidentiality an appropriately the filing system including but not limited to the following; Staff/personnel files, Employment & Service contracts, leave database, stock/inventory files, staff meeting minutes
  • Assist in collecting monthly staff timesheets and leave request forms.
  • Work closely with the respective supervisors and hiring managers in recruitment processes & staff management.
  • Actively participate in disciplinary actions, hiring and termination meeting for the Gulu office as necessary, advise staff (national and international) on disciplinary procedures.
  • Prepare and attend staff coordination meetings and compile the minutes as discussed and agreed upon by chairperson/supervisor.
  • Assist in conducting or arranging for trainings and or other human resource development activities.
  • Conferencing and Event Management, including making all arrangements as required by MC staff.
  • Support in managing stores and shipment deliveries, and movement of documents and supplies.
  • Administer all health insurance issues for Gulu staff as well as follow up on staff Identity cards, Medical cards and business card issues.
  • Support in the daily coordination of Mercy Corps Program procurement activities;
  • Assists program and support staff on creating clear and understandable purchase requests (PR) and other documentation;
  • Collects quotations and bids from the market for PRs as assigned – as per Mercy Corps standards and formats;
  • Prepare the required documentation of supplies and transactions as to MC standards.
  • Preparation of status reports on deliveries for Programs, office Management and recipient of supplies.
  • Maintain thorough procurement files as outlined in the MC procurement policy;
  • Interacts with suppliers according to MC standards.
  • Assists Senior Operations Officer with asset management.
  • Conduct market surveys for prices and maintain a list of prices for commonly purchased items in all Program areas of operation.
  • Processing payments for completed procurement ensuring acknowledgement in terms of GRNs, Completion Certificates and waybills are completed by relevant staff.
  • Work closely with requestors on in ensuring services and contracts are delivered according to agreed terms and condition
  • Support the Senior Operations Officer is managing fleet at Field office level
  • Other duties as assigned by supervisor.


Qualifications, Skills and Experience: 
  • The applicant for the Mercy Corps Operations Assistant job must hold a Bachelor’s degree in Human Resource, Business Administration, Social Work, Public Administration, Education, or other related field.
  • At least two 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 human resource management, particularly in a multi-cultural environment, including techniques for staff development, training, motivation, and disciplinary handling.
  • Very good writing and 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 innovatively solve problems.
  • A clear understanding of Administration/ Operations 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 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: 14th June 2019

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our Facebook page https://www.facebook.com/UgandanJobline



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