HR/Administration Assistant job at The International Rescue Committee (IRC)

Vacancy title:
HR/Administration Assistant

[ Type: FULL TIME , Industry: Nonprofit, and NGO , Category: Human Resources ]

Jobs at:

The International Rescue Committee (IRC)

Deadline of this Job:
11 May 2022  

Duty Station:
Within Uganda , Imvepi , East Africa

Summary
Date Posted: Wednesday, April 27, 2022 , Base Salary: Not Disclosed

Similar Jobs in Uganda
Learn more about The International Rescue Committee (IRC)
The International Rescue Committee (IRC) jobs in Uganda

JOB DETAILS:
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

Work Hours: 8


Experience in Months: 24

Level of Education:
Bachelor Degree

Job application procedure
To apply follow this link https://rescue.csod.com/ux/ats/careersite/1/home/requisition/27318?c=rescue 

All Jobs

QUICK ALERT SUBSCRIPTION

Job Info
Job Category: Human Resource jobs in Uganda
Job Type: Full-time
Deadline of this Job: 11 May 2022
Duty Station: Imvepi
Posted: 29-04-2022
No of Jobs: 1
Start Publishing: 29-04-2022
Stop Publishing (Put date of 2030): 30-04-2066
Apply Now
Notification Board

Join a Focused Community on job search to uncover both advertised and non-advertised jobs that you may not be aware of. A jobs WhatsApp Group Community can ensure that you know the opportunities happening around you and a jobs Facebook Group Community provides an opportunity to discuss with employers who need to fill urgent position. Click the links to join. You can view previously sent Email Alerts here incase you missed them and Subscribe so that you never miss out.

Caution: Never Pay Money in a Recruitment Process.

Some smart scams can trick you into paying for Psychometric Tests.