Uganda: Administration Officer-One Vacancy based in Yumbe (Open to Uganda Nationals Only)

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Organization: Mercy Corps
Country: Uganda
Closing date: 01 Feb 2019

Program 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 West Nile; 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. The position is to provide support to activities and offices in Arua, Adjumani, Rhino Camp.

Essential Job Responsibilities

  • Support the program with all MC Administration arrangements.

  • Actively contribute to the office strategic planning process and provide regular updates.

  • Interface with stakeholders and local partners in a manner consistent to the program team in terms of paperwork and documentation of goods and services.

  • 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, DSTV 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 Yumbe.

· 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 confidentially 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.
  • 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 Yumbe staff as well as follow up on staff Identity Cards, Medical cards and business card issues.
  • Other duties as assigned by supervisor.

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.

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 Supervisory Responsibility

Mercy Corps team members represent the agency both during and outside work hours. 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 locations.

Accountability: Accountable to all Mercy Corps policies and regulations as established by HQ and Mercy Corps Uganda

Reports Directly to: Senior Operations Officer, Yumbe

Supervises: Office cleaners, caretakers

Works Directly with: Logistics, Procurement, Human Resources, Finance and Program staff of Yumbe office. Liaise with counterparts in Kampala and other offices and work with all MC Uganda staff regarding in-country travels and accommodation.

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

  • 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 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.

Success Factors

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.

Living Conditions / Environmental Conditions

The position is based in Yumbe with field visits as assigned.

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 Friday, 01st February, 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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