Human Resource and Administrative Assistant

Background

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving are and life changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home. The IRC has been working in Uganda since 1998 supporting nationals, refugees and various institutions in the country notably the government, community-based organizations, the civil society and the private sector. The current program portfolio in Uganda includes health, peace building, gender-based violence, economic recovery and agribusiness, and children & youth. https://www.rescue.org/country/uganda. IRC has a country office headquartered in Kampala, a regional office in Kitgum, Adjumani, Kiryandongo and Moroto. Given the recent conflict outbreak in South Sudan, IRC re-opened the Yumbe Field office to support refugees being settled in Bidibidi refugee settlement in Yumbe District.

SCOPE OF WORK:

Reporting to the HR/Admin Officer Bidibidi, the HR Assistant is responsible for providing support for day-to-day administrative requirements, functions, and general office management of the IRC Bidibidi Office.

RESPONSIBILITIES:

HUMAN RESOURCE

Recruitment

• Assist generally in the human resource activities for the national employees (job adverts, interviews, contracts, and personnel files) for the IRC Bidibidi.
• Maintain a recruitment resource database (CVs).

Staff Contracts

• Draft and track of Staff Contracts/COS with the support of HR/Admin Officer.
• Prepare the IRC staff list monthly in liaison with the HR/Admin Officer for Bidibidi/Yumbe.
• Ensure an up to date filing system with all staff personnel information for easy and quick retrieval.

Medical Insurance and GPA

• Submit and track medical forms for the newly recruitment staff at Bidibidi Office
• Provide support to staff, follow up and report any issues staff are facing with the medical service providers.

Staff Leave

• Maintain employee’s database for employee leave, employee performance evaluation and staff training tracking sheets.

Exit Management

• Prepare exit evaluation grid, collate results, and provide copies to relevant managers in liaison with the HR & Admin Officer.

Reporting

• Prepare monthly reports for Bidibidi.
• Maintain the leavers and departure trackers monthly.
•  In liaison with the HR and Admin Officer –Bidibidi/Yumbe, prepare monthly payroll information for staff and forward to the Country HR Lead for payroll processing in a timely manner.

Timesheets

• Maintain and update the timesheet tracking database for national staff in Bidibidi/Yumbe and file all timesheets appropriately.

• Support with the online system (PROMISE) leave and Timesheet management for all staff.

Administration

• Attending 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.
• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc) including telephone bills.
• Under the supervision of HR and Admin officer, prepare monthly cash projections for the Human Resources/Admin Department.
• Support with accommodation booking for guests, track visitors to your field site and prepare payments.
• Maintain employee’s database for employee leave, employee performance evaluation and staff training tracking sheets.
• Ensures 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

Standards For Professional Standards 

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

IRC is an Equal Opportunity Employer, and we value diversity in our organization. We do not discriminate based on race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.

Deadline for receiving applications is December 4th,2024

Minimum Qualifications:

• University studies/ Higher education 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.