Uganda: Administration Officer - 1 Vacancy based in Kotido (Open to Ugandan Nationals Only)

PROGRAM/DEPARTMENT SUMMARY:

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), the European Commission (EC), United States Department of Agriculture (USDA) and Swiss Development Cooperation (SDC).

GENERAL POSITION SUMMARY:

The Administration Officer reports to the Operations Manager or equivalent and is responsible for providing oversight of management of human resources and administrative support for Mercy Corps programming in Kotido office, assist in the achievement of MC program Objectives with the facilitation of recruitment, orientation, Management of staff database, office supplies, staff travel and accommodation, and general administration issues in the HR/Administration Department.

ESSENTIAL JOB FUNCTIONS:

· Support the program with all MC administrative logistical arrangements

· Contribute to the office strategic planning process and provide regular updates

· Interface with stake holders and local partners in a manner consistent to the program team in terms of paperwork and documentation of goods

· 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 the continued development of a career path for his/her staff

· Work with all Mercy Corps staff to ensure smooth introduction and adoption of MC staff handbook, administrative and warehouse policy.

· Work with finance compliance to mitigate fraud, conflict of interest and illegal ramifications of Mercy Corps.

· Adhere to Mercy Corps mandated, procedures and controls including: Field administration, Field procurement, Logistics, Assets and finance.

· Assist in training and orientation of new staff in those procedures

· Oversee the smooth flow of routine, administrative work in Kotido office and ensure office and personnel policies are in compliance with Mercy Corps field administration manual and National staff policy handbook.

· Prepare and implement guidelines for support functions of the reception, photocopies, translation services office cleaning and maintenance.

· Ensure proper functioning and maintenance of the office and guesthouse equipment’s like photocopiers, printers, cookers, fridges etc.

· Facilitate timely payment for office utilities, DSTV and any other relates bills for the facilities

· Responsible for maintaining an accurate inventory of office supplies to include stationary, consumables and cartridges/Tonner.

· Overall responsible for all travel and accommodation arrangements for Mercy Corps Guests and staff in Kotido

· Responsible for managing confidentially an appropriate and up to date filing system including the following;

§ Staff/ Personnel files

§ Employment and service contracts

§ Leave database

§ Stock inventory

§ Staff meeting files

· Maintaining confidentiality of all national staff personnel issues including disciplinary procedures and contract/Pay rates

· Assist in collecting monthly staff timesheets

· In liaison with the respective supervisor, prepare staff position descriptions, recruitment processing and contracts

· Participate in disciplinary actions, hiring and termination meetings for the Kotido office as necessary, advise staff (National and International) on disciplinary procedures

· Prepare and attend staff general and coordination meetings and compile minutes as discussed and agreed upon by the chairperson/Supervisor.

· Assist in conducting or arranging for trainings and or other human resource development activities

· Support in managing and renewal of office and guesthouse rental agreements

· Administer all health insurance issues for Kotido staff as well as follow up on identity cards, medical cards, and business card issues.

· Prepare accurate and timely bi weekly reports to supervisors.

· Receive store and issue goods and supplies for Kotido office

· Support in procurement process from time to time, especially in managing Hotel MSAs.

KNOWLEDGE AND EXPERIENCE:

· Bachelor’s degree in Human resources, Business administration, Public administration, Education Social works or any other relevant field

· Minimum 3 years’ experience in an administrative role or related field with an INGO.

· Demonstrated excellence in human resources management

· Very strong communications skills

· Basic computer skills in MS Office applications

· Fluency in written and spoken English required, knowledge of Nga’karimajong will be an added advantage AppData

Applications: Submit your application through email to ug-mcjobs@mercycorps.org addressed to the Senior HR and Legal Manager, 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 Wednesday, 24^th January, 2018. 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.