HR & Admin. Officer

Requisition ID: req19866

Job Title: HR & Admin. Officer

Sector: Human Resources

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Kampala, Uganda

Job Description

 

Under the direct supervision of the Sen. HR & Admin. Officer, the HR & Admin. Officer supports the affairs related to the day to day running of the IRC Kampala office, providing key support on all HR functions. The HR & Admin. Officer will support in the human resources activities including recruitment and orientation, personnel files, staff benefits and insurance schemes and payroll.

Duties and Responsibilities

Recruitment and On-boarding

• Initiate and coordinate the recruitment requests and follow through on hiring procedures in line with the policy.
• Prepare and post job advertisements for vacant positions in appropriate channels and ensure wide and appropriate distribution, this includes e-filing of application and sending out HR communications.
• Maintain a recruitment resource database (CVs).
• Maintain an organized recruitment resource database and weekly update the recruitment status report and send it to all managers on a weekly basis.
• Organize interviews and follow through on hiring procedures in line with the IRC policy.
• Liaise with hiring managers to ensure new staff are oriented upon hire at the IRC office. Includes providing pre-assignment information, orienting employee to the IRC Way in the office.

Contract Management

• Preparing and track offer letters and employment contracts.
• Prepare CoS (Change of Status) forms as required and draft /track Staff Contracts, termination forms/notifications.
• Ensure internal equity is maintained for staff compensation and benefits and advice programs leads accordingly.
• Ensure staff understands their benefits package and lead an effective administration of the benefits.
• Maintain accurate and up to date personnel records of all employees including orderly archiving.
• Ensure the IRC way violations are captured, reported, and followed through on a monthly basis.

HRIS Support

• Support the management of IRC Uganda’s HRIS system and ensuring that it is accurate and maintained up to date.
• Support the maintenance of talent acquisition and management processes in Cornerstone and the HRIS as assigned, to ensure 100% data integrity.
• Act as a point of contact for Cornerstone enquiries
• Capacity building employees & management, in the use of Cornerstone and the HRIS.
• Support Payroll process for staff, as required.

Performance Management

• Coordinate timely performance appraisals and maintain an updated PME database for all staff in coordination with the field HR leads.
• Ensure that performance evaluations for staff are conducted on time and review all evaluations to ensure quality and consistency.
• Collate training needs from the PME and ensure that they are captured in the Annual learning and development plan.

Health Insurance management

• Coordinate the national staff health insurance scheme ensuring timely and accurate reports from the service provider.
• Ensure staff and eligible dependents are registered on to the medical insurance scheme, monitor staff medical coverage and ensure that the scheme is functioning well.
• Liaise with the health service provider to resolve any issues with the services.
• Follow up on all medical insurance matters for staff including adding and deleting staff to/from the employer’s liability and the medical and hospitalization insurance policy schemes as well as follow up on payments and claims.

Exit Management

• Process and track termination paperwork for all staff including preparation of termination notice letters in relation to closing grants and restructuring.
• Work closely with supervisors to ensure exit interviews are offered to all staff and data is captured in the online exit survey to ensure a learning and reflective culture.
• Ensure that staff are removed from the Health Insurance scheme and GPA schemes accordingly.
• Develop and maintain reports to update and finalize terminal benefits.
• Perform other duties as needed or requested.

Key Working Relationships

External: Ministry of Labour, Social Welfare and Health, NGO’s, Communication & Utility Companies, Hotel/Guesthouse owners, IRC Legal representatives, Newspapers and radio media.

Internal: HR & Admin. Manager, SMT, Finance, Supply Chain and Program Departments.

 

Qualifications

 

• Bachelor’s degree in Human Resources, Business Administration, or any other related course.
• 3 years of relevant professional experience in human resources.
• Strong knowledge and experience of HRISs, and supporting others to use HRIS.
• Extensive knowledge and experience of managing a payroll, preferably for more than 400 employees.
• Previous experience working with an international NGO in a cross-cultural setting, preferably in the HR sector.
• Previous experience in using ProMISE HRMIS is an advantage.
• Strong experience in a human resource support role.
• Ability to analyze and interpret numerical data and processes.
• Ability to maintain the highest degree of discretion and confidentiality of HR information.
• Ability to use judgement to determine when to deal with a query to conclusion or when to pass to another member of the team.
• Organized and methodical and with good attention to detail
• Willingness and ability to work within a multi-site, international organization.
• Customer focused with good interpersonal skills.
• Ability to work on own initiative with limited supervision.
• Ability to deal with ambiguity and work towards a resolution.
• Excellent written and verbal communication skills
• Excellent Microsoft Office packages – Word, Excel, and Outlook.
• Able to coach and support others.

Please note: Deadline for receiving applications is September 16^th 2021.

 

The IRC and IRC staff 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.

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

All staff, regardless of role, are required to create a culture of client responsiveness by requesting and using client feedback data to make decisions. In addition, all staff are expected to demonstrate inclusiveness when making programmatic decisions and working with clients, partners and colleagues from diverse backgrounds. You can read more about the IRC’s commitment to client responsiveness here: https://www.rescue.org/resource/client-responsiveness-introduction-and-faq

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

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