2 months ago

Job Summary

Under the direction and supervision of the MCC Uganda Representatives, the work of Administrative & Exchange Associate is to provide support on activities related to office administration, logistics, MCC exchange programs (SALT, IVEP, YAMEN), program operations, and finance.

  • Minimum Qualification:Bachelor
  • Experience Level:Entry level
  • Experience Length:2 years

Job Description/Requirements

Hours: 9-5 M-F (1 hr lunch). Periodic weekends/evenings will be required.

Reports to: MCC Uganda Representatives 

Duration: 12 Months (renewable upon satisfactory performance)



Assignment Description: 

Mennonite Central Committee (MCC) Uganda seeks an Administrative & Exchange Associate for its Uganda office.

MCC is a worldwide ministry of Anabaptist churches and shares God’s love and compassion for all in the name of Christ by responding to basic human needs and working for peace and justice. MCC envisions communities worldwide in the right relationship with God, one another, and creation.  MCC works in many parts of Uganda and supports projects with local partner organizations in education, health, food security, and peacebuilding.



Purpose:

Under the direction and supervision of the MCC Uganda Representatives, the work of the Administrative & Exchange Associate is to provide support on activities related to office administration, logistics, MCC exchange programs (SALT, IVEP, YAMEN), program operations, and finance.



Roles and Responsibilities 

Connecting People:

  • Communication with GSL staff about the SALT, IVEP, and YAMEN (MCC youth volunteer programs)
  • In collaboration with program staff and country representatives, identify the suitable placement of GSLers, write the draft job descriptions, and clarify SALT/YAMEN objectives with partners and volunteers
  • Organization of living arrangements, travel, and work environment for GSLers
  • Communication and collaborations with partners and promotion of the IVEP programs
  • Process immigration requirements for the MCC U team and visitors; maintain office immigration files
  • Assist the IVEP participants in obtaining visas for going to North America
  • Participate in and assist in organizing annual orientations for both IVEP and SALT participants
  • Correspondence and encouragement of IVEP/YAMEN participants while on assignment
  • Perform any other tasks as may be assigned from time to time


Logistics:

  • Ensure that MCC policies of logistics procedures and country policies are implemented and adhered to throughout the Country program
  • Oversee maintenance of MCC vehicles and equipment (maintain service and registration schedules in coordination with mechanic, cleanliness, etc.). Ensure servicing & maintenance schedules are adhered to. Ensure usage of fuel is correctly supervised and recorded
  • Coordinate all matters regarding equipment and assets including communication, IT, and power, to ensure that equipment is managed diligently, operated in the most cost-efficient manner, and maintained appropriately. Management of equipment will include procurement, registration, allocation, tracking, maintenance, repair, replacement, and reporting
  • Provide logistical support – transport MCC staff/Service workers on fields if needed immigration, police station, airport picking up and drop off
  • Assist in receiving and redirecting postal mails
  • Create and maintain an updated record of vendors (office supplies, printing, workshop venues, vehicle repairs and purchases, and travel)
  • Process immigration requirements for the MCC U team and visitors; maintain office immigration files
  • Arrange workshops and meetings (venues, catering, accommodation, transport, etc)
  • Purchase supplies and equipment for office and kitchen


General Bookkeeping:

  • Acts as a backup for the Finance and Administrative Officer (FAO) while s/he is out of office for leave.
  • Verifies vendor invoices for accuracy
  • Assist FAO in payments related to vehicles (insurance, registration) and other statutory related payments
  • Maintain MCC asset inventories for office and service workers and ensure insurance is up to date
  • Assisting the program staff to ensure that the partner financial reports are complete and comply with the set principles before submitting them to the MCC Representatives
  • Assist in the preparation of the program’s annual activity schedule 
  • Assist program staff in updating physical partner files
  • Assist in conducting several financial reviews of partner organizations each year, including follow-up
  • Perform other related tasks/assignments as assigned by the supervisor


Team Spiritual Life:

  • Work, live and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of the team, including team devotions, prayers, and words of encouragement
  • Reflect the values of MCC with team members, local staff, beneficiaries, and external contacts


Job Qualifications, Experience & Skills:

Qualifications: 

  • Bachelor’s degree in Business Management, Project Management, Logistics or related field 
  • Experience of 2 years working in accounts or logistics in local or INGOs
  • Strong self-starter, willing to take both direction and initiative
  • Good command of both oral and written English and (additional languages spoken in Uganda are a plus) 
  • A driving license is an added advantage. 
  • IT skills (Excel, Word, PowerPoint)
  • Legal right to live and work in Uganda 


Personal requirements:

  • Personal Christian faith and discipleship
  • Active membership or participation in a Christian church
  • Demonstrated understanding of MCC, values, and principles
  • Nonviolent peace-making
  • Demonstrated ability to maintain professional confidentiality
  • The personal character of honesty, trustworthiness, and integrity 
  • Ability to attend to many important details simultaneously
  • Flexible and able to manage stress
  • Self-driven with a solution-orientated approach
  • Ability to train others


Do you want to join us? 

Submit a CV and a motivation letter (1page max, each) indicating why you are the best candidate for the position, all combined in a single PDF document.


These documents should be sent by email to: easregionrecruitment@mcc.org  no later than May 31st, 2022, by 5 pm EAT. In addition, it is required that you enter basic information about yourself into the Google form which can be accessed by clicking on the 'Apply Here' section or access the form from the link https://forms.office.com/r/rA2pbswLem



Note that applications not following these instructions will not be considered and only short-listed candidates will be contacted for interviews.



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