HR/Administration Assistant

Job Description

Organization Background 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. 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 9 districts in Uganda, including Kitgum, Lamwo, Kyegegwa, Moroto, Amudat, Yumbe, Arua, Kasese and Kampala. The IRC will be moving into additional/new locations in refugee settlements in Kiryandongo and Zombo.

The IRC is currently implementing its health and nutrition program in West Nile and Acholi focusing on providing primary health care services to refugees in their settlements. Similar services will be extended to the new locations starting January 2020.

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

Duties and Responsibilities Recruitment •Assist generally in the human resource activities for the national employees (job adverts, interviews, contracts, and personnel files) for the IRC Lamwo. •Maintain a recruitment resource database (CVs). •Support with filing of human resource information •Draft and track of Staff Contracts/COS with the support of Senior HR & Admin Officer. Front Office Management: •Ensure that reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to •Ensure that all incoming communications (telephone calls, letters, email etc.) are responded to professionally and reliably passed on to the appropriate person(s) •Ensure that the mails are collected from the post office on a regular interval and ensure timely distribution of mail/messages •Ensuring that the office environment is clean, well-organized, and attractive and that break tea is provided to a high standard of quality and hygiene •Ensure that Office equipment is switched off accordingly and the premises securely closed. •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.

Utility Management (Electricity, Water, Garbage, Phone, Security, Internet etc.) •Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc.) including telephone bills. •Ensure that all subscriptions (email, internet) and other service contracts (photocopier and other machinery servicing contracts) are renewed in a timely manner in liaison with the IT officer •Under the supervision of the HR/ Administration Officer, compile and submit MTN - CUG telephone numbers by the 20th of every monthly •Prepare monthly utility reports and submit timely to the Senior HR & Admin. Officer or designate

Events Management (Conference / Meetings) and Travels (in-Country) Management •In liaison with the focal person on the personnel committee, coordinate monthly staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the country office. •Ensure that support is provided in a timely and reliable fashion with travel arrangements, conference venue bookings, meeting arrangements, accommodation booking for staff from other programs and other official visitors. •Flights focal person- ensure that all the flight requests-local & international are actioned in an efficient manner. •Coordinate and arrange staff parties. •In Liaison with the HR/Admin officer, monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staffs. •Provide timely and proper set-up of conference rooms or venues for various meetings as and when. •In Liaison with the Senior HR/Admin Officer, monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates to relevant staffs.

Support to the Human Resource/ Administration function •Assist the HR department in organizing staff training sessions, workshops, and activities •Read and become knowledgeable of the IRC Admin and HR Policies and Procedures •Prepare the IRC staff list monthly in liaison with the Senior HR/Admin Officer for Lamwo. •Submit and track medical forms for the newly recruitment staff at Lamwo Office •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 Senior HR & Admin Officer. •Support maintenance of the leavers and departure trackers monthly. •Maintain and update the timesheet tracking database for national staff in Lamwo and file all timesheets appropriately. •Secretarial task to ensure 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. •Perform other work-related duties as required by the Senior HR & Admin Officer.

Qualifications

•A University degree in Human Resources, Business administration or any other related course. •At least 2 years of working experience in similar position. •Proven skills in administration and 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

Deadline for receiving applications is May 11th 2022.

**Professional Standards T****he IRC and IRC staff must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. 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.