Operations Graduate Trainee at Mercy Corps

General Position Summary
The Operations Assistant under supervision the Operations Manager (Kotido) and Senior Operations Officer (Kaabong) respectively will be responsible for Operations support management of Kotido & Kaabong offices respectively. S/he will make sure that all programs in the field are fully supported timely and accurately.

Essential Job Responsibilities.
• Support the program with all MC Administration arrangements.
• Build and 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 continued development of a career path for his/her staff.
• Work closely with all Mercy Corps staff to ensure smooth introduction and adoption of MC Staff handbook and Administration policy.
• Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps.
• Adhere to Mercy Corps mandated, procedures and controls including: Field Administration, Field Procurement, Logistics, Asset Management and Finance procedures.
• Offer support in training and orientation of new staff in those procedures.
• Prepare and implement guidelines for support functions of the reception, photocopies, translation services, office cleaning, maintenance and travel coordination.
• Ensure proper functioning and maintenance of the office and guesthouses equipment like photocopiers, printers, cookers, fridges, etc.
• Ensure all office equipment in the various offices and residence is well maintained, generators are always fueled, generator log sheets are filled in appropriately.
• Facilitate timely payments for electricity, water, and any other utility bills for the facilities.
• Responsible for maintaining an accurate inventory of office supplies to include stationery, consumables and cartridges/toners. supplies to include stationery. Overall responsible for all travel and accommodation arrangements for Mercy Corps Guests and staff in Gulu other guest-related issues Keep Travel Tracker up-to-date.
• Responsible for managing maintaining confidentiality an appropriately the filing system including but not limited to the following; Staff/personnel files, Employment & Service contracts, leave database, stock/inventory files, staff meeting minutes.
• Assist in collecting monthly staff timesheets and leave request forms.
• Work closely with the respective supervisors and hiring managers in recruitment processes & staff management.
• Actively participate in disciplinary actions, hiring and termination meeting for the Gulu office as necessary, advise staff (national and international) on disciplinary procedures.
• Prepare and attend staff 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.
• Conferencing and Event Management, including making all arrangements as required by MC staff.
• Support in managing stores and shipment deliveries, and movement of documents and supplies.
• Administer all health insurance issues for Gulu staff as well as follow up on staff Identity Cards, Medical cards and business card issues.
• Support in the daily coordination of Mercy Corps Program procurement activities
• Assists program and support staff on creating clear and understandable purchase requests (PR) and other documentation

Knowledge and Experience
• The ideal candidate has Bachelor’s Degree in Procurement and Logistics Management, Business Administration, or a closely related field with international NGOs is an asset.
• A minimum of 1 years’ experience in field operations with strong organizational skills, ability to maintain the Operations filing system, ability to interact effectively with international and national personnel,
• Computer literacy i.e. proficiency in Microsoft Office and experience with using email.
• Excellent English oral and written skills, knowledge of Local language is an advantage
• Proven ability to solve problems independently without supervision

Qualifications
Education Required
• Bachelors or better.

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