Administrative & Exchange Associate.

Job Description

Assignment Description:

Mennonite Central Committee (MCC) Uganda seeks 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 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 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’s:

• Communication with GSL staff about the SALT, IVEP, and YAMEN (MCC youth volunteer programs)
• In collaboration with program staff and country representatives, identify suitable placement of GSLers, writing the draft job descriptions, clarifying 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 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 of equipment and assets including communication, IT and power, to ensure that equipment are 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 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
• 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:

• A 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,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