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HR & Administration Assistant – International Rescue Committee

Requisition ID: req9455

Job Title: HR & Administration Assistant

Sector: Administrative/General Office

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Kampala, Uganda

Job Description

Reporting to the HR & Administration Manager, the HR & Admin. Assistant is responsible for providing support for day-to-day HR administrative requirements, functions to general HR in IRC Kampala Office.

Duties and Responsibilities

1. Human Resources

General Support

  • Assist generally in the human resource activities for the national employees, as required.
  • Support recruitment exercise including sorting, longlisting of applications, coordinate candidates’ invitations for interview, drafting interview report, creation of new staff personnel files, supporting in the induction processes.
  • Update the existing personal files, ensuring that they all have the necessary information.

Medical Insurance and GPA

  • Submit and track medical forms for the newly recruitment staff
  • Provide support to staff on medical issues, follow up and report any issues staff are facing with the medical service providers.

Staff Leave

  • Maintain employee’s database for employee leave.

Timesheets

  • Maintain and update the timesheet tracking database for all national staff and file all timesheets appropriately
  • Follow up to ensure that all Kampala staff submit their timesheets to Human Resource Office in time and maintain tracker.

2. Administration

Reception

  • In the absence of the receptionist, cover reception and attend to the office telephone, e-mail in a professional manner and ensure timely distribution of mail/messages.

Travel

  • Flights focal person-ensure that all the flights request-local and international are action in an efficient manner
  • Monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staffs
  • Ensure that support is provided in a timely and reliable fashion with all travel arrangements, conference venue bookings, meeting arrangements, accommodation booking for staff from other programs and other official visitors.
  • Maintain a calendar and schedule of visitors to IRC Uganda and submit monthly report by 2nd of month.
  • Book and/or schedule meeting/training venues as required

Procurement 

  • Draft and following up on office purchases and payment requests.
  • Manage office supplies through receiving and making release orders
  • Review PR tracking sheets shared by supply chain on weekly basis.
  • Cash projections of the Human Resources/Admin Department
  • Maintain Petty cash register and ensure petty cash reconciliation.
  • Participate in the development of quarterly procurement plan for the office.
  • Act as Liaison between Supply chain and HR on office procurements

Utilities

  • Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc) including telephone bills.
  • Compile and submit MTN- CUG telephone numbers by the 20th of every monthly

Meeting/Events

  • Provide timely and proper set-up of conference rooms or venues for various meetings as and when.
  • Book and/or schedule meeting/training venues as required
  • Liaise with external staff to schedule and organize in-house and external events
  • Assist the HR department in organizing staff training sessions, workshops and activities

Immigration

  • Support in processing Work permits and Visas for non-Ugandan staff.

Housing

  • Ensure that all rent for the office and international staff is paid on time.
  • Support international staff to identify suitable housing
  • Perform other office administration duties as required.

Qualifications

  • University degree in Human Resources, Business administration or any other related course.
  • At least 2 years of experience in similar position.
  • Proven skills in administration and human resources management
  • Strong organizational, interpersonal skills
  • Good administrative skills
  • Strong written and oral English communications skills
  • Excellent computer skills including MS Word, Excel, PowerPoint and Outlook
  • Must be able to work independently while being a strong team player.
  • Strong skills in collaboration with multi-cultural and diverse teams
  • A team builder with excellent people skills; must be culturally sensitive

Please note:

  • This position is open only to Ugandan nationals.
  • Deadline for receiving applications is July 7th 2020.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

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