HR/Administration Assistant

Job Description

Organization Description

Founded in 1933, the International Rescue Committee (www.rescue.org) is a world leader in relief, rehabilitation and post-conflict development services for those uprooted or affected by violent conflict and oppression. The IRC is currently working in over 40 countries around the world, addressing both the immediate and lifesaving needs of conflict affected people in emergencies and the reconstruction needs of post-conflict societies.

The IRC began programming in northern Uganda in 1998 in response to mass displacement and devastation wrought by rebel group, the Lord’s Resistance Army. In 2002, the IRC expanded to the remote, conflict-affected region of Karamoja and in 2011, began working with refugees in Kampala and Kiryandongo settlement. Monitoring the influx of South Sudanese refugees at the end of 2015, the IRC began scaling up its response to refugees arriving in the West Nile region. By promoting durable solutions that deliver on the interdependent aims of saving lives, strengthening institutions, and supporting social cohesion, the IRC in Uganda is laying the building blocks for long-term stability and development –bringing people from harm to home. The IRC currently works in 7 districts in Uganda, including Kitgum, Lamwo, Moroto, Amudat, Yumbe, Arua and Kampala.

The IRC is currently in the process of expanding its programming to South Western Uganda – Nakivale, Oruchinga and Kyaka refugee settlements, to continue to provide life-saving services to conflict-affected and displaced refugee and host community.

Job Overview Reporting to the HR/Admin Officer Arua, the HR Assistant is responsible for providing support for day-to-day administrative requirements, functions and general office management of the IRC Arua Office.

Roles and Responsibilities

•Assist generally in the human resource activities for the national employees (job adverts, interviews, contracts, and personnel files) for IRC Arua. •Maintain a recruitment resource database (CVs). •Support with filing of human resource information. •Draft and track of Staff Contracts/COS with the support of HR/Admin Officer. •Prepare the IRC staff list monthly in liaison with the HR/Admin Officer for Arua. •Submit and track medical forms for the newly recruited staff. •Provide support to staff, follow up and report any issues staff are facing with the medical service providers. •Support with accommodation booking for guests, track visitors to your field site and prepare payments. •Maintain employee’s database for employee leave and R& R, employee performance evaluation and staff training tracking sheets. •Prepare exit evaluation grid, collate results and provide copies to relevant managers in liaison with the HR & Admin Officer. •Support maintenance of the leavers and departure trackers monthly. •Maintain and update the timesheet tracking database for national staff in Arua and file all timesheets appropriately. •Attend to the office telephone, e-mail in a professional manner and ensure timely distribution of mail/messages. •Ensure mail pouches to other IRC Offices are dispatched in a timely manner. •Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc) including telephone bills. •Ensures OADF forms/Templates are replenished and updated. •Assist to monitor staff movement to/from the field, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staffs. •As needed, support workshops, trainings, meetings and travel in your location. •Perform other job related tasks as requested by the Administration Manager.

Qualifications

•University studies/ Higher education in Human Resources, Business administration or any other related course; •At least 1 year experience in a similar position; •Proven skills in administration and human resource management. •Strong organizational, interpersonal 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.

Deadline for receiving applications is 17th January 2022.

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.