Job Title: Administration Assistant
Organisation: Mercy Corps
Reports to: Administrative Officer
Job Summary: The Administrative Assistant reports to the Administrative Officer and is responsible for providing support to the management of human resources and administrative support for Mercy Corps programming in Kitgum, Uganda focusing more (70%) on the RAIN program and 30% on MYAP; 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.
Key Duties and Responsibilities:
Assist MC management in Kitgum Office in facilitating the smooth flowing of routine, administrative work of the Mercy Corps office and program support operations;
Must have a clear understanding on all MC policies and program needs; must be able to help facilitate trainings to all support staff to ensure the smooth, uninterrupted implementation of all MC programs;
Assist management in facilitating the adherence to Mercy Corps administrative, IT, HR and logistics procedures and staff policies by support staff. Provide training and guidance to support staff, as needed;
Responsible for the smooth running of the following office functions: Reception of visitors, photocopies and mail services, telephones.
Prepare duty roster for the cleaners; day to day supervision of property management including cleaners and office maintenance. Ensure the office and compound are clean and maintained at a routine schedule;
Responsible for maintaining supply of all admin documents and making them available for all MC Kitgum staff; Assist Administrative Officer in maintaining a central filing system.
Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance;
Responsible for maintaining contact sheet for MC Kitgum – ensuring all contact details are updated and distributed to MC staff and other MC Offices.
Assist Administrative Officer maintaining office supply records and ensuring that stock records are properly maintained and updated;
Assist in the collection of monthly timesheets and processing of payroll along with Finance and Admin Officers;
Assist Administrative Officer in processing payments for all service contractors;
File Mercy Corps documents as required.
Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps not to jeopardize its humanitarian mission
Qualifications, Skills & Experience:
The applicant should possess at least two years experience in office administration; computer skills are required, must be an independent thinker and have strong organizational skills;
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 staff training, motivation, and discipline
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.
How to Apply:
All possible job applicants should send an application including a cover letter clearly stating your salary expectations, CV (with 3 referees), and copies of academic qualifications/certificates to: HR/Admin Manager, Kampala Head Office on Nsambya Estate Road, Plot 1102, Uganda. Please send e-mailed applications to: email@example.com or hand deliver it to the Head Office, Kampala, Uganda.
NB: Only short-listed candidates will be contacted by Mercy Corps. Women encouraged to apply.
Deadline: Monday 21st October, 2013