Summary
Date Posted: Thursday, February 16, 2023 , Base Salary: Not Disclosed

JOB DETAILS:

Job Title: Human Resource and Administration Officer
Sector: Human Resources
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Kyegegwa, Uganda


Job 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 regions of Karamoja, northern Uganda, West Nile, Southwest, and Kampala providing life-saving services to conflict-affected and displaced refugee and host community.

Scope of Work:
Under the direct supervision of the Field Coordinator, the HR/ Admin Officer supports the affairs related to the day to day running of the Kyaka II Field Office and supporting the country Office and is the focal person providing key support on all HR functions. The Human Resource Officer will assist in the human resources activities including recruitment and orientation, Maintenance of personnel files, leave management, staff benefits, insurance schemes and compiling payroll Information as outlined in the summary below.

Duties and Responsibilities:
Recruitment and On-boarding:
1. Initiate and coordinate all the recruitment requests and follow through on hiring procedures in line with the policy.
2. Prepare and post all job advertisements for all vacant positions in appropriate channels and ensure wide and appropriate distribution, this includes e-filing of application and sending out HR communications.
3. Maintain a recruitment resource database (CVs).
4. Maintain an organized recruitment resource database and bi-weekly update the recruitment status report and send it to all managers on a weekly basis.
5. Organize interviews and follow through on hiring procedures in line with the IRC policy.
6. In coordination with the Country HR Lead and the Field Coordinator, facilitate the integration/transition processes to ensure new and transferred staff to Kyaka receive required information for their integration.
7. Ensure all new staff receive IRC Way orientation and related documentation.

Compensation and Benefits:
1. Support in responding to employee inquiries regarding salary and benefits.
2. Act as focal point to receive staff concerns about their compensation and benefits.
3. Provide timely feedback to Field Coordinator and/or Country HR Lead about all staff concerns related to their compensation and benefits.

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

Employee Relations:
1. Facilitate and provide guidance for resolving minor employee relations issues in the field office.
2. Provide Field Coordinator and/or Country HR Lead with information of any employee relations issues occurring in the field.
3. Facilitate relationships between labor/social services and IRC staff.


Administration:
1. Coordinate the collection of staff timesheets, ensuring that they are provided on time and sent to head office systematically.
2. Implement the process of staff taking their leave in accordance with IRC regulations.
3. Provide staff information to the Country HR Lead in Kampala on a regular basis.
4. Communicate any staff welfare concerns to the Field Coordinator and/or Country HR Lead in a timely manner.
5. Coordinate the process of ensuring availability of adequate office supplies at all times.
6. Coordinate hotel/accommodation, Hotel booking etc. with Kampala and other field locations.

Reporting:
1. Submit regularly as required, information to Country HR Lead for HR Metrics preparation.
2. Submit monthly payroll information to the Country HR Lead in a timely manner.
3. Update and submit regularly staff leave tracking.
4. Submit weekly and monthly recruitment reports.
5. Maintain proper records for all correspondences.
6. Ensure compliance of administrative policies and procedures with IRC standards and local law in the Kyaka office.
7. Perform any other official duties as assigned by the supervisor.

Qualifications
1. University Degree, or Advanced Diploma in Human Resources Management or related field.
2. 3 years of relevant professional experience in administration/human resources and in similar position.
3. Previous experience working with an international NGO in a cross-cultural setting, preferably in the HR or Administration sector.
4. Good knowledge and application of Uganda Labour Laws.
5. Good working knowledge of Human Resource Management Information Systems (HRMIS)
6. Experience in supervising staff.
7. Previous team experience and knowledge of team dynamics desirable
8. Ability to maintain the highest degree of discretion and confidentiality.
9. Advanced proficiency in Microsoft Windows, Word, Excel, Access, and Microsoft Outlook.
10. Must be detail-oriented and able to work independently with minimal supervision.
11. Excellent organizational, communication and time management skills.
12. Ability to organize tasks simultaneously, prioritize work and ensure tasks are completed by deadline
13. Honest, reliable, and trustworthy.
14. Willingness to adhere to and implement the IRC rules.
15. Good inter-personal and conflict resolution skills, able to work under pressure and manage personal stress
16. Able to coach and support others.
17. Substantial knowledge of Uganda employment law / labor laws.
18. Excellent verbal and written communication skills plus fluency in spoken and written English.
19. Able to cope with basic living conditions during field trip (in case required).

Professional Code of Conduct:
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.
I have read and understood the details of the above Job description, the terms and conditions of my contract and the HR policies for National Staff and agree to always abide by them.
I fully understand that my failure to do so could result in the termination of my work with IRC.

Please note, the deadline for submission is February 28th, 2023.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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