Administration Officer

at Mercy Corps
Location Kampala, Uganda
Date Posted August 11, 2020
Category Administration
Management
NGO
Job Type Contract
Currency UGX

Description

Mercy Corps is an international non-profit organization which implements high-quality, analytical development programs in very difficult places. Mercy Corps has been operating in Uganda since 2006. It has and continues to implement programs in Kampala City, Acholi, Karamoja and West Nile 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, China Fund for Poverty Alleviation (CFPA), Western Union and Canadian High Commission.

General Position 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.

Essential Job 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.
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 for the following Mercy Corps staff: Administration Assistant, Receptionist and Office Cleaners,

Accountability

Reports Directly to:  Kampala Operations Manager.

Works Directly with: Logistics, Procurement, Human Resources, Finance and Program staff of all MC Uganda offices.

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 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.

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.
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