Operations Assistant job at Mercy Corps

Operations Assistant job at Mercy Corps

JOB DETAILS:
The Position (General Position Summary)
The Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation.The Operations Assistant is responsible for all facilities & office management functions and administrative functions in a specific field office. The staff will assist in managing the day-to-day operations of the company under the guidance of the Country Operations Manager.The Operations department requires a competent Operations Assistant to carry out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Operations Associate is results and client oriented, producing administrative services of the highest quality in a timely and proactive fashion.

Essential Responsibilities
Reception
• Receives visitors to the office and provides information as appropriate.
• Performs secretarial and typing functions for the office operations as required.
• Provide customer support by answering the phone and replying to emails in a timely manner.
• Maintain the office and keep all the office equipment in check as well as order any necessary office supplies.
• Manage calendars by scheduling important meetings and arranging travel and accommodation.
• Perform other clerical receptionist duties such as photocopying, transcribing, filing, keeping records of office expenses, sorting and distributing paperwork, and so on.
• Interact with their colleagues to resolve important administrative matters.
• Responsible for maintaining office security and communicating with the security guards if needed.

Administration
• Manage and renew office and house/apartment rental agreements.
• Establish and maintain appropriate filing systems for office correspondence. Receive and dispatch mail.
• Maintains admin-related hard and electronic files, updates databases ensuring timely and appropriate recording, safekeeping, and disposal of information.
• Coordinates logistical arrangements and organization of events for the Kampala office.
• Keep and maintain accurate general inventory management records, including inventory tracking.
• Ensure that the office is run in a professional and responsible manner, including hosting guests, cleaning, receptionist duties, and general contact and liaison with outside agencies.
• Supports management of administrative supplies in the office and the section, office equipment, and updating the inventory of items as well as the purchase of office supplies.
• Supervises and monitors adequate use of office supplies among the sections.
• Arranges for the timely distribution of office supplies.
• Prepare and submit all payments for all administrative and operational payments within the Kampala office.
• Conduct themself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

Facilities and Office Management
• Ensure administration policies and procedures are implemented as described in the Field Facilities and Office Management Policy.
• Oversee facility management, including housing and office leases; ensure that security standards are maintained at all premises.
• Coordinate general office management tasks like maintenance, repairs, supplies replenishments etc
• Manage and track guest house usage and ensure proper process is followed for bookings.
• Update the office inventory databases.

Travel
• Organize all country travel arrangements, including bookings, accommodations, visas, and ticketing for Mercy Corps staff and guests, and other logistics responsibilities as required.
• Brief International Visitors on arrival – provide a welcome pack and orientation to al visitors to ensure their stay in the country is well-managed.
• Manage operations support (internet, airtime, phone, printing, etc.) for international visitors to Mercy Corps Uganda
• Supervise and ensure proper airport transfers for local and international flights.
• Performs other duties as required.
• Supervisory Responsibility
• Cleaners and Guards

Accountability
Reports Directly To: Country Operations Manager
• Accountability to Participants and Stakeholders
• Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills
• Relevant qualification in the field of administration and logistics
• Minimum 2 years’ experience with office administration or facilities management.
• Excellent computer skills are required. Strong computer skills on MS Excel, and MS Word programs
• Must be an independent thinker and have strong organizational skills.
• Demonstrated experience scheduling.
• Excellent oral and written English skills.
• A demonstrated ability to multi-task and process information into action so as to not delay program activities.

Job application procedure

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