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Administration Officer NGO Jobs - Mercy Corps

Job Title:          Administration Officer 
Organization: Mercy Corps
Duty Station:  Uganda
Reports to: Operations Manager

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.

Job 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.

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 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.
  • 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.

Qualifications, Skills and Experience: 
  • The applicant for the Mercy Corps Administration Officer job must hold a Bachelor’s degree in Business Administration/ Public, Social Work, Education, or other related field.
  • At least three years’ 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 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

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: 17th July 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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