HR and Administration Assistant

Work Arrangement:

Job Description

BACKGROUND:

The International Rescue Committee (IRC) is one of the world's leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Lamwo, Moroto, Kyaka and West Nile.

SCOPE OF WORK:

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

Responsibilities

Human Resources

- Support recruitment exercise including coordinating candidates’ invitations for interview, creation of new staff personnel files, supporting in the induction processes.

- Update the existing personal files, ensuring that they all have the necessary information both manually and electronically.

- Provide support to staff, follow up and report any issues staff are facing with the medical service providers.

Administration

- Maintain reception area and all common areas in a clean and tidy manner at all times. - Attending the office telephone, e-mail in a professional manner and ensure timely distribution of mail/messages. - Liaises with Supply Chain, assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services. - 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. - Under the supervision of HR and Admin officer, prepare monthly cash projections for the Human Resources/Admin Department. - Under the supervision of the HR & Admin Officer, compile and submit MTN-CUG telephone numbers every month. - 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. - Support with accommodation booking for guests, track visitors to your field site and prepare payments. - Perform other duties as needed or requested by the HR /Admin Officer or the HR Manager / Coordinator.

Qualifications

Qualifications

• University studies/ Higher education 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.

Skills and Abilities:

- Ability to analyse 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. - Organised and methodical and with good attention to detail - Willingness and ability to work within a multi-site, international organisation. - 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.

Gender Equality & Equal Opportunity

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.

IRC is an Equal Opportunity Employer, and we value diversity in our organization. We do not discriminate based on race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.

This position is only for Refugees based in Uganda to apply; IRC strives to attract, motivate, and retain qualified national staff in our programs.

NB: This advert will close on **30th November 2023****.