Uganda: Administration Officer- 1 Vacancy based in Kaabong (Open to Ugandan Nationals Only) - 2015
Organization: Mercy Corps
Country: Uganda
Closing date: 18 May 2015
PROGRAMME/DEPARTMENT SUMMARY:
Mercy Corps implements high-quality, analytical development work in very difficult places. We have been operating in Uganda since 2006 and currently implement development programs in the Acholi and Karamoja sub-regions of Uganda with funding from USAID, EC, SDC, and USDA. The project, called Growth, Health and Nutrition (GHG), aims to support the immediate needs of program beneficiaries while promoting long-term development by spurring systemic improvements in key economic sectors of northern Karamoja.
GENERAL POSITION SUMMARY:
The Administrative Officer reports to the Operations Manager or Equivalent and is responsible for providing oversight to the management of human resources and administrative support for Mercy Corps programming in Kaabong Office, Assist in the achievement of MC program objectives with the facilitation of recruitment, orientation, management of staff database, office supply, staff travel and accommodation, and general administration issues in the HR / Administration Department.
ESSENTIAL JOB FUNCTIONS:
§ Adhere to Mercy Corps mandated, procedures and controls including: Field Administration, Field Procurement, Logistics, Asset Management and Finance procedures.
§ Oversee the smooth flow of routine, administrative work in Kaabong 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 guesthouses equipment like photocopiers, printers, cookers, fridges etc
§ Facilitate timely payments for electricity, water, DSTV and any other related bills for the facilities.
§ Responsible for maintaining accurate inventory of office supplies to include stationery and consumables
§ Responsible for all travel and accommodation arrangements for MercyCorps Guests and staff in Kaabong
§ Responsible for managing/maintaining an up to date filing system including staff files, staff meeting minutes, stock/inventory files and databases
§ Maintain confidentiality of staff issues including disciplinary procedures, contracts/pay rises etc
§ Assist in collecting monthly staff timesheets
§ In liaison with the respective supervisors prepare staff position description, recruitment processes & contracts,
§ Participate in disciplinary actions, hiring and termination meetings for the Kaabong office as necessary, advise staff (national and international) on disciplinary procedures.
§ Prepare and attend staff general and 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.
§ Support in managing and renewal of office and guesthouse rental agreements.
§ Administer all health insurance issues for Kaabong staff as well as
§ Follow up on staff Identity Cards, Medical cards and business card issues.
§ Prepare accurate and timely bi-weekly reports to Supervisors.
§ Receive, store and issue goods & supplies for Kaabong office
§ Support in procurement process from time to time, especially in managing hotel PSAs
§ Conduct him/herself both professionally and personally in such a manner as to bring credit to mercy Corps and not to jeopardize it’s humanitarian mission
§ Other duties as assigned
KNOWLEDGE AND EXPERIENCE:
§ Bachelor’s Degree preferably in Human Resource, Business Administration, Social Work, Public Administration or other related field
§ 3 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.
§ Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
§ Strong ability to innovatively solve problems.
SUCCESS FACTORS:
The successful candidate will;
§ Be a strong team player, with good communication and diplomatic skills.
§ Have very good analytical and information management skills.
§ Have good organizational skills and ability to work under stress.
§ Be flexible and creative in planning and problem solving.
§ Pay attention to detail and have the ability to follow procedures and meet deadlines as well as work well independently and cooperatively with team members.
§ Be skilled in maintaining professional internal and external relationships.
§ Maintain confidentiality of sensitive information both for the staff and the organization.
How to apply:
Applications:Submit your application including a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates to the HR/Admin Manager, Kampala Head Office on 4thFloor Embassy Plaza, Plot 1188-1190 Ggaba Road. E-mailed applications with cover letter tomcuganda@ug.mercycorps.org will also be accepted. Deadline for Submission:Close of business on Monday, 18th May, 2015.Only short-listed candidates will be contacted by Mercy Corps. MercyCorps is an equal opportunity employer; female candidates are strongly encouraged to apply.
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