Summary
Date Posted: Friday, July 01, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
General Position Summary
The Administration Officer will be responsible for carrying out the required administrative support for Mercy Corps programming in Kampala Office. Assist in the achievement of MC program objectives with the facilitation of office supply, team member travel, facilities and lease management, international travel, local flight arrangements and accommodation.The position will most intensively support the FCDO funded Climate Smart Jobs programme being implemented in Northern Uganda with an office in Gulu..

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 Team members, 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 team members.
● Work closely with all Mercy Corps team members to ensure smooth introduction and adoption of MC Team members 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 Team members 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.
● 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 Team members in Gulu.
● Handle International guest logistics; airport pick-ups, accommodations, field movement support, and other guest-related issues.
● Keep Travel Tracker up-to-date.
● Prepare and attend staff coordination meetings and compile the minutes as discussed and agreed upon by the chairperson/supervisor.
● Assist in conducting or arranging for training and or other human resource development activities.
● Conferencing and Event Management, including making all arrangements as required by MC Team members.
● Support in managing stores and shipment deliveries, and movement of documents and supplies.
● Other duties as assigned by the 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: Operations Manager -Kampala.
Supervises: Office cleaners, caretakers
Works Directly with: Logistics, Procurement, Human Resources, Finance and program Team members. Liaise 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 Gulu Uganda.
Closing date for receiving applications: July 15, 2022

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
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