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Administration Officer

Mercy Corps

This is a Full-time position in Kampala posted November 20, 2020.

Administration Officer Jobs in Kampala Uganda,Mercy Corps Jobs in Kampala Uganda. Administration Officer Jobs in Kampala at Mercy Corps.

Job Title Administration Officer
]https://www.theugandanjobline.com/
Organization Mercy Corps
Duty Station : Kampala, Uganda
Reports to Kampala Operations Manager
About US
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. 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. Common themes include community engagement, inclusive
development, gender, and working in partnership with local government, the
private sector and civil society actors.

Job Summary The Administration Officer will be responsible for the
management of administrative support for Mercy Corps programming in Kampala
Office, 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 Kampala.
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 Kampala Office Travel Tracker up-to-date.
Administration Logistics
Support Mercy Corps Kampala Office 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 Kampala Offices, Guest House and all expat
houses.
Support in managing the Kampala 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 files. Ensures that all
administration 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. 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
Kampala office.
Facilitate timely payments for utilities for Kampala Offices, Guest House
and expat houses. The utilities include electricity, water, garbage
collection, office telephone, DSTV and any other utility bills for the
facilities.
Ensure proper functioning and maintenance of the office, guesthouse and
expat house equipment like photocopiers, printers, cookers, microwaves,
fridges and others.
Maintain 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
Ensure compliance with security procedures and policies as determined by
country leadership.
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.

Qualifications, Skills and Experience
The applicant for the Mercy Corps Administration Officer job should
preferably 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
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 candidates should apply online at the link below.
Click Here
]https://recruiting2.ultipro.com/MER1024MERCY/JobBoard/df92509c-10a2-4fc7-9d8c-ddae2a94d9fc/OpportunityDetail?opportunityId=a602f242-ed49-4fa1-aabb-368b22f7aca0
Deadline: 27 th November 2020

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Administration Officer Jobs in Kampala Uganda,Mercy Corps Jobs in Kampala Uganda. Administration Officer Jobs in Kampala at Mercy Corps.

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