Summary
Date Posted: Thursday, December 14 2023, Base Salary: Not Disclosed

JOB DETAILS:
SPECIFIC DUTIES AND RESPONSIBILITIES:
In compliance with the IRC policies and procedures, the HR & Administration Manager will specifically be responsible for the following duties:
• Participate in the development, implementation and review of Human Resource plans and policies.
• Participate in the development of the HR Budget and monitor its implementation in line with the HR plan and facilitate Human Resource related events/ workshops.
• Coordinate the whole process of recruitment and provide support to the process.
• Take all new staff for orientation through the IRC induction pack materials, HR manual, organogram and IRC Way training among others.
• Responsible for the review of job descriptions; working closely with respective Head of Departments and line managers to ensure that there is clarity of roles and duplication is avoided.
• Enter data on staff leave updates and produce monthly updates on balances and follow up those for the field staff and ensure that quarterly updates on balances are given to staff by the 15th day of the month.
• Provide administrative support in the preparation and implementation of HR workshops/seminars, functions.
• Coordinate staff trainings to include mandatory online trainings for new staff.
• Update and ensure that all staff are duly registered with National Social Security Fund (NSSF) and their records/ contributions updated and submitted to the Finance department for payroll preparation by the 15th Day of the month.
• Ensure regular update of employee records into files including support to the field offices.
• Follow up on timesheets and produce monthly updates shared with staff by the 10th day of the month.
• Follow up on staff separation status and documentation within 1 month of separation from service.
• Manage the procurement of all stationery and purchase requests of all the HR department and make reorders on a quarterly basis.
• Support the process of sourcing consultants, participate in selection meetings, communication and update data bank of consultants, and maintain a file of their documentation (work in progress and agreements).
• Procure IDs for staff within 5 days of joining.
• Organize inspiration talks for staff on a quarterly basis.
• Advocate members of staff to uphold values and principles of IRC in their place of work as well as their environment.

Ensure smooth running of all activities in the administration section at the country office – Kampala.
• Ensure that the staff offices are always kept clean and that all faulty items are worked on immediately.
• Ensure that the staff effectively make use of the biometric system machine and reports are generated monthly and shared with your supervisor for progress monitoring of the system.
• Supervise all repairs and works at the Kampala offices.
• Ensure that the Baby Room is always clean, to provide a safe environment to both the mothers and the babies.
• Ensure that occupational health and safety requirements and procedures are in place.

Property/Facilities Management.
• Liaise with the landlord in the overall maintenance of the country office premises and manage facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilised.
• In liaison with the Supply Chain team, develop a schedule for all the tenancy agreements for the different residencies and offices and track when rent is due.
• Receive and handle all requests for goods and services related to property management.
• Ensure that accurate documentation such as purchase requests, detailed specifications are provided to the Supply Chain section for action and liaise with the Supply Chain team on timely procurement and delivery of goods and services with regards to office facilities, including stationary supplies and the overall office administration management.
• Follow up on IRC matters related to service provision on utilities like water and electricity.
• Take part in preparation of documentation to include tenancy agreements, reminders to landlords, and management of tenancy terminations, repairs and handovers.
• Take part in preparation of procurement plans for the office supplies.
• Track and maintain an updated master database for all property in the Country Program.
• Ensure that security deposits attached to tenancy agreements are tracked and recovered at the expiry of the tenancy agreement.

Human Resources Management
• Supervise the HR & Administration Officers, Assistant, Receptionist, and Cleaners.
• In consultations with your supervisor, conduct capacity needs of the team to conduct trainings in a bid to build the capacity of the team.
• Manage the performance of the team that you supervise and ensure that they are delivering on their objectives as expected.
(Perform other relevant duties as assigned (of a similar nature or related and in the interest of the organization).

Qualifications
REQUIREMENTS:
Education
• Bachelor’s degree in human resources management or social sciences.
• Professional HR certification is highly desirable.
• Master’s Degree in a relevant field will be an added advantage.
Experience
• A least 5 years of mid-senior management experience in similar role.
• Previous experience working with an international NGO in a cross-cultural setting, preferably in the HR sector.
• Previous team leader experience and knowledge of team dynamics desirable.
Functional knowledge, skills and ability:
• Demonstrated understanding and proficiency in the field of Human Resources Management and ability to work under minimum supervision.
• Good understanding of national legal requirements relating to HR, including labour laws and administrative laws.
• Knowledge of organisational policies, systems and procedures formulation and management.
• Good Interview, negotiation, and counselling skills
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Excellent planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Creative and visionary
• Ability to intervene with crisis management or troubleshooting as necessary.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Computer literacy and excellent documentation skills are a must.
• Excellent time management and planning capacity


Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure

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