Requisition ID: req7418
Job Title: Human Resource & Admin. Manager
Sector: Human Resources
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Arua, Uganda
The HR/Admin Manager is responsible for ensuring that the day-to-day HR functions are performed in accordance with IRC policies, procedures and HR best practices and for providing advice and guidance to Coordinators and staff on HR policies and procedures.
Under the supervision of the Field Coordinator and in close collaboration with the HR lead in Kampala, s/he is responsible to provide effective and efficient HR services to the programs, optimize the HR functions, supervise and mentor the HR/Admin team in Arua. The HR/Admin Manager will represent the Organization for HR related matters with partners.
Duties and Responsibilities
1. Human Resources Management
- Under the guidance of the HR Lead in Kampala, implement the HR commitments in the Country Program SAP.
- Monitor the IRC Core Values (IRC Way) that these are systematically communicated to all staff (new and existing staff).
- Coordinate Organizational development initiatives (MDP, GHROPP, etc) are effectively implemented in Arua field offices.
- Participate actively and advise consistently on the Arua Field Offices organizational structure review.
- Participate actively in the review of existing HR/Admin policies and procedures.
- Maintain a thorough knowledge and understanding of Uganda Labor Act and regulations, IRC Uganda National Staff policies and ensuring compliance and consistent application.
Talent Acquisition, Management and Staff Development
- In coordination with Sectors leads, coordinate the Arua Field offices workforce planning as per IRC standards.
- Lead transparent recruitment processes in the Arua Field Offices and monitor that all sectors comply with recruitment related policies and procedures including and not limited to advertisement of positions, consistent documentation of the recruitment process (interviews notes, reference check, ATC check, etc).
- Coordinate and facilitate the integration/transition processes to assure new and transferred staff in Arua field offices receive an effective onboarding.
- Coordinate the IRC Performance Management Program is effectively implemented by providing regular trainings on performance management, objectives setting, monitoring and coaching, performance review process, etc.
- Lead and facilitate required activities for staff development and career planning by providing sufficient information and guidance to staff on existing staff development resources like IRC Learning portal, eCornell, etc.
- Support supervisors and employees in their development and career plans design and implementation.
Compensation and Benefits
- Maintain internal equity for staff compensation and benefits and advice programs leads accordingly.
- Train staff to understand their benefits package and lead an effective administration of the benefits.
- Actively participate on the salary review process by providing sufficient information to the HR lead.
- Lead and review the timely preparation of payroll information for Arua field offices to be submitted to the main HR office in Kampala.
- Monitor that all staff and dependents are registered to the medical insurance coverage and that coverage is functioning well.
Staff Welfare/Well being
- Advise Senior Management Team in the field on improvements to staff wellness and psychosocial wellbeing arrangements, such as reduction of working hours, opportunities for rest and recreation, supportive management, etc.
- Lead team building activities in Arua Field offices on a regular basis (ideally quarterly).
- Maintain hygiene practices in IRC field bases, offices, residences and vehicles are being respected and medical kits (first aid kits) are present and stocked.
- Provide advice to staff about how to access health care in case of illness.
- Offer confidential support to staff members in psychosocial distress and direct them towards IRC psychological counseling service.
- Communicate daily with IRC designated health care provider to review any cases of life-threatening illness among staff and troubleshoot any specific staff health issues that cannot be resolved by the care provider.
- Maintain a consistent filing system and confidentiality of the HR information is guaranteed.
- Monitor that staff files are updated on a real time basis.
- Monitor the tracking of timesheets and maintain an updated list.
- Monitor that all HR databases are regularly updated (staff list, leave tracking, contract tracking, etc.)
- Monitor that all the exit processes are in compliance with the IRC's policy and local legislation.
- Facilitate employee relations resolution based on local laws and IRC standards;
- Facilitate relationships between labor/social services and IRS staff.
- Manage employee relations and discipline in accordance with the IRC's policy and local law
- In collaboration with function coordinators and managers, ensure all termination documentation is completed before being forwarded to HR Lead for review.
- Develop and maintain reports to update and finalize terminal benefits.
2. General Administration
- Monitor rental agreements for offices and housing.
- Manage and monitor all IRC offices and homes acquisitions, administration, maintenance in Arua.
- Lead the signature, monitoring, renewal and termination of contracts and payments with suppliers, service providers, and lessors.
- Coordinate and facilitate travel documents processes in coordination with Kampala (visa, ticket, etc.)
- Maintain proper records for all correspondences.
- Maintain compliance of administrative policies and procedures with IRC standards and local law in Arua Field Office.
- Compile Arua Field Office strategic HR metrics information and share with the HR lead.
- Review and submit weekly and monthly recruitment reports.
- Review and submit monthly staff leave accrual.
- Review and submit monthly renewal and termination of contracts.
- Review and submit payments with suppliers, service providers (lessors, hotels).
- Review and share with relevant staff, the accommodation tracking sheet.
- Bachelor’s degree in Human Resources Management or Social Sciences.
- Professional certification is highly desirable
- Master’s Degree in a relevant field will be an added advantage
- A least 5 years of mid-senior management experience in an HR lead role.
- Previous experience working with an international NGO in a cross-cultural setting, in the HR sector
- Previous team experience and knowledge of team dynamics desirable.
- Remains productive when under pressure.
- Demonstrates a systematic and efficient approach to work.
- Works collaboratively with team members to achieve results.
- Relates and works well with people of different cultures, gender and backgrounds.
- Excellent interpersonal skills
- Flexibility and prepared to work additional hours
- Prepared to seek advice and guidance from HR lead and other HR Colleagues.
- Good time management skills and flexibility to continuously re-prioritize
- Ability to multi-task
- Willingness to take both initiative and direction;
- Ability to create a welcoming and comfortable environment for all staff members;
- Ability to work both independently and as part of a team;
- Able to respond rapidly to changing environments, yet remain productive and focused;
- Strong and fast computer skills (primarily Word, Excel, and outlook);
- Willingness to travel frequently to satellite field offices.
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.
- This position is open only to Ugandan nationals.
- Deadline for receiving applications is 20th December 2019.
- Applications will be reviewed on a rolling basis.