Admin & HR Officer – Kampala – Humanitarian Initiative Just Relief Aid

Humanitarian Initiative Just Relief Aid (HIJRA) is an international 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 in Oruchinga settlement (Isingiro district) and Nyakabande Transit Center (Kisoro district). HIJRA, in a strategy to expand existing program implementing team, is now seeking for a qualified person willing to offer Humanitarian services in the position of Admin & HR Officer.

Key responsibilities
ADMINISTRATION
Plan, implement and/or supervise key services in the general administration, including areas of fleet management, property maintenance and functioning, travel and accommodation.
Assign daily, weekly and monthly tasks to the direct reports to ensure that the following services are provided:
• Address day-to-day office and guest house administrative matters
• HIJRA vehicle(s) are maintenance and repairs are planned and provided timely, which should include insurance.
• Ensure that periodic monitoring reports to efficient usage of vehicles are produced and as well as quarterly flight reports.
Ensure repairs and renovations on all HIJRA physical properties, including
• Buildings/residence are carried out timely.
• Liaises with travelers to make timely flight bookings and issuance of tickets, accommodation and transfers; ensure that cost effective flights options are available to travelers.
• Compile and submits travel reports to the finance/accounts for payment
• Oversee the processing and submission of the travel and other related cost invoices to finance/accounts department for payment.
• Ensure that there are no delays in processing payments for utility and rent invoices
• Establishes travel schedules for the staff in coordination with departmental heads.
• In charge of processing of international staff visa and work permits
• Ensure that the front desk is customer sensitive and is manned throughout.
• Oversee the cleanness of premises (office and guesthouse).
• Ensure that the guest house is stocked with food and other services provided (food, laundry etc.)
• Establish a proper filing system for both hard and soft copies within HIJRA Uganda office.
• Supervise administrative staff, coach and mentor supervisees as necessary.
• Safeguard HIJRA’s properties and ensure in safe custody
• Assist with HIJRA audit that touches on administration & HR matters.
• Ensure provision of refreshments for the offices and keep proper records

HUMAN RESOURCE
Recruitment, selection and orientation
• Assist with 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.
Staff contracts
• Prepare employment contracts have been drawn accordingly without delays.
• Monitor contract renewal periods and ensure the relevant contracts have been issued to staff in a timely manner.
Staff leave management and staff list
• Management of all types of leave for both national and international staff, and maintain leave plan schedules for all staff
• Provide an updated leave reports to staff on quarterly basis
• Maintain updated staff list and organogram and share the same with HR Nairobi office at the end of every month
Appraisals/evaluation/development
• Coordinate performance management and appraisal for staff
• Ensure new staff on probation have been evaluated and proper paperwork done in good time
Monitor the results of staff’s performance appraisals and identify training
• needs for onward development programs
HR Policies administration, welfare and benefits
• Assist with police review to ensure compliance with the organization’s strategy, existing labor laws and the present challenges
• Provide support in salary surveys and job evaluation and implementation of the results
• Ensure compliance with any statutory regulations and HIJRA policies and procedures
• Ensure staff welfare is fostered to the best of HIJRA’s ability and within the policy and procedures
• Plan and coordinate staff welfare events, staff meetings, team building activities
• Address day to day staff employment grievances
• Management of staff personal files and other HR documents are systematically filed for ease of retrieval or reference while maintaining confidentiality.
• Administration of staff medical insurance schemes and other benefits
Liaise with service providers in the management of staff medical and insurance scheme processes (e.g. new or existing employee details and cards; claims for medical cover and insurance) benefit schemes like medical, insurance, retirement benefits;
• Liaise with Nairobi office in relation to international cover for staff travelling outside the regions.
• Liaise with HR Nairobi office in case of any medical evacuation for international staff.
• Maintain the office/vehicle First Aid Kits and ensure training on the same
Process clearance and final dues for separating staff
• Ensure that staff who separate from the organization have done proper handover by filling the clearance and exit forms.
• Ensure that final payment (if any), has been paid to separating staff only after proper clearance has been completed
• Liaise with Nairobi regarding the processing of the certificate of service for separated staff.
HR support and guidance
• Liaise with other department to initiate, propose and facilitate any organization development changes required
• Administer monthly time sheets and ensure they are properly filed per month and provided to relevant people for donor reports.

Any other duties as assigned.
Essential qualities and attributes

Requirement for the job
• Higher Diploma or a Degree in business administration ,Development Studies, Public Administration or HR
• Thorough knowledge of existing legislations/laws
• 2-4 years relevant experience in a similar position in an NGO setting
• Computer literate especially in MS Word and Excel
• Supervisory skills
• Must maintain confidentiality and treat people fairly and equitably
• Honest and trustworthy
• Respectful
• Flexible
• Demonstrate sound work ethics

Personal Attribues:
• Results oriented and self-driven
• Ability to work with others under stressful situations.
• Professional maturity and able to work independently
• An individual that can work with people from diverse backgrounds
• Good interpersonal skills for team working
• Good written and verbal communication skills
• Ability to meet deadlines in multiple tasking environments

HOW TO APPLY:
Application process
Ugandan Nationals only are requested to submit a Motivation letter, Curriculum Vitae and Including telephone and emails contacts of three references including your current/most recent employer.
Applications should be sent by email to: vacancies@hijra.or.ke: The subject line should read Admin & HR Officer: Ref: HR008/UG
Applications must be submitted no later than close of business the 4th January, 2016
Only successful applicants will be contacted
For more information regarding the organization please visit our website: www.hijra.or.ke;
HIJRA is an equal opportunity employer