Uganda: Human Resource and Administration Officer

Humanitarian Initiative Just Relief Aid (HIJRA) is an international African humanitarian and development organization that positively contributes towards improving the living standards and conditions of those adversely affected by disasters and conflict in the Horn, East & Central Africa by implementing WASH, Health, Education, Livelihoods, Community service & development and Protection programs in the region for a period of more than 20 years.

HIJRA with funding from the UNHCR in Uganda is implementing a multi-Sectoral Program for refugees Oruchinga settlement (Isingiro District) and transit centers in Kisoro and Bundibugyo districts. HIJRA, in a strategy to expand existing program implementing team, is now seeking for qualified person to fill the position of a Human Resource and Administration Officer.

Reports to: Country Program Manager

Duty station: Kampala– Uganda

Contract Period: January 2015 – December 2015 (current project period)

The Human Resource and Administration Officer will coordinate, implement and monitor the Human Resources Management and Administration functions of HIJRA office in Uganda. The position holder will work closely with Head of Finance, field staff and HR Nairobi. The position holder will also provide supervision of some support staff.

Human Resource

The candidate must ensure compliance with HR policies and procedures

a) Design, plan and implement staff recruitment processes in accordance with the organization’s policies and procedures and the local labor laws requirements. This will include interview process, reference checks, offer and, regret letters and orientation program.

b) Management of employment contracts, (issuance of all types of contracts) in a timely manner.

c) Management of all types of leave for both national and international staff, and maintain leave plan schedules for all staff and provide reports to staff. This should be done through HRIS.

d) Maintain updated staff list and organogram on monthly basis and ensure staff have completed timesheets on monthly basis.

e) Coordinate performance management and appraisal for staff ; monitor the results and identify training needs for onward development programs;

f) Capacity building/awareness to staff regarding HR matters

g) Ensure staff put on probation have been evaluated and proper paperwork completed in good time

h) Ensures legal compliance by monitoring and implementing applicable human resource and Uganda laws

i) Police review, formulation, implementation to ensure compliance with the organization’s strategy, existing labor laws and the present challenges

j) Ensure staff welfare is fostered to the best of HIJRA’s ability and within the policy and procedures

k) Conduct salary surveys and job evaluation and implementation of the results

l) Maintains human resource records by designing a filing and retrieval system; keeping past and current records while maintaining confidentiality.

m) Coordinate and manage staff medical insurance schemes which should include; additions and deletions, medical evacuations, reconciliation reports and submission to finance for payment

n) Support in collection and provision of accurate provision for insurance and medical covers for staff and during budgeting and monitoring

o) Coordinate exits for separating employee and ensure issuance of certificate of service

p) Address day to day staff employment grievances

Administration

a) Plan, implement and/or supervise key services in the general administration, including areas of fleet management, property maintenance and functioning,

b) Liaises with travelers to make timely flight bookings and issuance of tickets, accommodation and transfers.

c) Assign daily, weekly and monthly tasks to the direct reports (if any) to ensure that the following services are provided: Ensure vehicle(s) are maintenance and repairs are planned and provided on timely basis and provide periodic reports on vehicle and fuel usage.

d) Safeguard HIJRA’s properties and ensure in safe custody

e) Establish travel schedules for the staff in coordination with departmental heads (based on agreed work plans; ensure there are field return reports)

f) Coordinate flight bookings, accommodation compile and submit travel reports to the finance/accounts for payment and provide quarterly reports on the same.

g) In charge of processing of international staff visa and work permits

h) Oversee the cleanness of premises, front desk is customer sensitive and is manned throughout

i) Ensure that the guest house (if available) is stocked with food and other services provided (food, laundry etc.) have a system of replenishment/ monitoring in place.

j) Establish a proper filing system for both hard and soft copies.

k) Assist with HIJRA audit that falls on administration & HR matters.

l) Address day-to-day office administrative matters

Requirement for the job

Personal Attributes:

Nationals are requested to submit an application plus CV to: vacancies.ug@hijra.or.ke;by 15th January, 2015.Indicate on the subject line the position you are applying for. Only short-listed candidates will be contacted.

Due to the urgent need to fill this position, shortlisting will be done as we receive applications. The earlier you apply the better!

HIJRA is an equal opportunity employer