IRC HR & Administration Assistant Jobs in Uganda

IRC HR & Administration Assistant Jobs in Uganda


Job Description

  • Reporting to the HR & Administration Manager, the HR & Admin.

  • Assistant is responsible for providing support for day-to-day HR administrative requirements, functions to general HR in IRC Kampala Office.

    Duties and Responsibilities

    Human Resources

    General Support

  • Assist generally in the human resource activities for the national employees, as required.

  • Support recruitment exercise including sorting, longlisting of applications, coordinate candidates’ invitations for interview, drafting interview report, creation of new staff personnel files, supporting in the induction processes.

  • Update the existing personal files, ensuring that they all have the necessary information.

    Medical Insurance and GPA

  • Submit and track medical forms for the newly recruitment staff

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

    Timesheets

  • Maintain and update the timesheet tracking database for all national staff and file all timesheets appropriately

  • Follow up to ensure that all Kampala staff submit their timesheets to Human Resource Office in time and maintain tracker.

    Administration

    Reception

  • In the absence of the receptionist, cover reception and attend to the office telephone, e-mail in a professional manner and ensure timely distribution of mail/messages.

    Travel

  • Flights focal person-ensure that all the flights request-local and international are action in an efficient manner

  • Monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staffs

  • Ensure that support is provided in a timely and reliable fashion with all travel arrangements, conference venue bookings, meeting arrangements, accommodation booking for staff from other programs and other official visitors.

  • Maintain a calendar and schedule of visitors to IRC Uganda and submit monthly report by 2nd of month.

  • Book and/or schedule meeting/training venues as required

    Procurement

  • Draft and following up on office purchases and payment requests.

  • Manage office supplies through receiving and making release orders

  • Review PR tracking sheets shared by supply chain on weekly basis.

  • Cash projections of the Human
    Resources/Admin Department

  • Maintain Petty cash register and ensure petty cash reconciliation.

  • Participate in the development of quarterly procurement plan for the office.

  • Act as Liaison between Supply chain and HR on office procurements

    Utilities

  • Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc) including telephone bills.

  • Compile and submit MTN- CUG telephone numbers by the 20th of every monthly

    Meeting/Events

  • Provide timely and proper set-up of conference rooms or venues for various meetings as and when.

  • Book and/or schedule meeting/training venues as required

  • 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

    Immigration

  • Support in processing Work permits and Visas for non-Ugandan staff.

    Housing

  • Ensure that all rent for the office and international staff is paid on time.

  • Support international staff to identify
    suitable housing

  • Perform other office administration duties as required.

    Qualifications

  • University degree 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

    How to Apply

    For more information and job application details, see; IRC HR & Administration Assistant Jobs in Uganda

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