Vacancy title:
Administration Assistant

Jobs at:
Mercy Corps

Deadline of this Job:
13th November 2017

Duty Station:
Kampala, Uganda

Job details:
Reports to: Administration Officer
Mercy Corps is an international non-profit organization which implements high-quality, analytical development programmes in very difficult places. Mercy Corps has been operating in Uganda since 2006. It has and continues to implement programs in Acholi and Karamoja sub regions. Mercy Corps is taking a community-led, market driven approach to address poverty and food insecurity needs through interventions that get to the root causes and contributing factors of economic vulnerability. Donors include the United States Agency for International Development (USAID), DFID, Mastercard Foundation, WALMART Foundation, Coca Cola Africa Foundation, US Depart of State (DOS) /PEPFAR, ECHO and Nike Foundation.

Job Summary: The Administration Assistant will work within the logistics department of the operational support structure, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries. The Administration Assistant is the focal point of daily administration office tasks and the link between reception and administration officer.

Key Duties and Responsibilities:
Kampala Office Inventories/ Store keeping

• The incumbent maintains Kampala office items inventory
• Responsible for all goods reception, checking, counting, GRN signing.
• Follows up back orders, in coordination with procurement team
• Performs store keeping, by keeping storage neat
•  Coordinates on dispatch/ deliveries to/ from the field
• Manages the Office supplies inventory, along supporting the receptionist

Lease facilities Support:

•   Tasked with the requisition, repair and maintenance of all equipment at expat houses
•  Update of expatriates and guesthouse item list
•  In charge of following up expatriates housing items requests
• Archiving and keeping documentation regarding expatriates housing (non-finance)
•  Follows up maintenance/requests board

Staff/ guests travel support

• Keep updated the Local Travel Matrix
• Facilitates local traveling (Flight/ Vehicle booking, Lodging)
• The jobholder also keeps guests informed about their traveling details
•  Foresees emergencies in traveling and accommodates accordingly
• Coordinates with transportation officer

Other:

• Supports the Administration Officer in her/ his tasks when required
• Supports expatriate staff on their requests or liaises on their behalf when needed
• Prints business and ID cards
•  Keeps minutes on meetings, if requested
• Fulfils errand services, as requested
• Any other task assigned by the supervisor

Qualifications, Skills and Experience:

• The applicant for the Mercy Corps Administration Assistant job opportunity should hold a University degree in administration, management, social sciences, industrial/community psychology or other relevant field.
• At least two years of professional experience in office administration is also required, as well as fluency in written and verbal English.
•  Candidate must possess an attention to detail, ability to follow procedures, meet deadlines, and work independently and cooperatively with team members.
•  Computer literacy i.e. strong knowledge of Microsoft word and Excel.
• Ability to spend time on outside works of various durations as needed.
•  Positive attitude, friendly demeanor.
•  Ability to problem solve, good organization skills, ability to work independently and in a team, attention to detail, initiative and flexibility.
•  Works with urgency to prove prompt, proactive responses. Collaborative spirit.

Job application procedure
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