Operations Assistant – MercyCorps Uganda

• 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.
• 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.
• 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.

Minimum Qualifications:

• 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 in scheduling.

How to apply: