PROGRAM/DEPARTMENT SUMMARY:
Mercy Corps implements high-quality and 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 . Mercy Corps operates in the northern half of Karamoja region, Abim, Kotido,Kaabong and Moroto districts.
GENERAL POSITION SUMMARY:
The Administration officer reports to the Procurement,Logistics officer and is responsible for providing oversight to the management of human resources and administrative support for Mercy Corps programming in Moroto, Uganda; 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:
1. Adhere to Mercy Corps mandated, procedures and controls including: Field Administration, Field Procurement, Logistics, Asset Management and Finance procedures. Assist in training and orientation of new staff in those procedures.
2. Oversee the smooth flow of routine, administrative work in Moroto office and ensure office and personnel policies are in compliance with Mercy Corps Field Administration Manual and National Staff Policy Handbook.
3. Prepare and implement guidelines for support functions of the reception, photocopies, translation services, cook and cleaners and office maintenance.
4. Ensure proper functioning and maintenance of the office and guesthouse equipment and other facilities including timely payments for electricity, water, DSTV and any other related bills under administration.
5. Responsible for maintaining an accurate inventory of office supplies.
6. Overall responsible for all travel and accommodation arrangements for Mercy Corps staff in Moroto.
7. Responsible for maintaining an appropriate and up to date filing system including personnel files, contracts and leave database for all Mercy Corps Moroto staff and maintain confidentiality of all national staff personnel issues including disciplinary procedures and contract/ pay rates etc.
8. Assist in collecting monthly staff time-sheets.
9. In liaison with the respective supervisors prepare staff position description, contracts, participate in disciplinary, hiring and termination meeting for the Moroto office as necessary, advise staff (national and international) on disciplinary procedures.
10. Ensure that the telephone log is used and that the telephone is maintained this includes receiving calls.
11. Prepare and attend staff general and coordination meetings and compile the minutes as discussed and agreed upon by chairperson/supervisor.
12. Assist Procurement & Logistics Officer in conducting or arranging for training and or other human resource development activities.
13. Manage and renew office and house/apartment rental agreements.
14. Administer all health insurance issues for Moroto staff as well as follow up staff Identity Card issues.
15. Prepare accurate and timely bi-weekly reports on Admin/HR and submit to the supervisor
16. 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
17. Any other duties as assigned
KNOWLEDGE AND EXPERIENCE:
Must posses a minimum of a Diploma in preferably Human Resource, Social Work, Public Administration, Education, or other related field
A minimum of 2 years experience in a similar position preferably with Humanitarian Organization.
Demonstrated excellence in human resource management, particularly in a multi-cultural environment, including techniques for staff development, training, motivation, and discipline
Very good writing and communications skills not forgetting computer skills(Microsoft word, Microsoft excel and Microsoft power point and Microsoft access)
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 have the following characteristics:
• A strong team player, with good communication and diplomatic skills.
• Very good analytical and information management skills.
• Good organizational skills and ability to work under/manage Stress.
• Flexible and creative in planning and problem solving.
• Attention to detail, ability to follow procedures and meet deadlines and work independently and cooperatively with team members.
• Skill in maintaining professional internal and external relationships.
• Maintain confidentiality of sensitive information both for the staff and the organization.
HOW TO APPLY:
Application:Submit your E-mailed application including a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates through the Human Resource Manager tomcjobs@ug.mercycorps.org Deadline for Submission:Close of businesson November 11, 2015 Only short-listed candidates will be contacted by Mercy Corps.Mercy Corps is an equal opportunity employer; female candidates are strongly encouraged to apply.