Human Resource and Administration Assistant

Background/IRC Summary:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 25 U.S. cities, we improve outcomes in the areas of health, safety, economic wellbeing, education and power.

The IRC has been working in Uganda since 1998 supporting Internally Displaced Persons (IDPs), refugees and various institutions in the country, notably the government, community-based organizations (CBOs), civil society organizations (CBOs) and the private sector. The current program portfolio in Uganda includes health and nutrition, support to persons with specific needs (PSNs) including case management, legal assistance to refugees, prevention and response to gender-based violence, Education and economic recovery and development (ERD). The IRC has a country office in Kampala and field offices in Amudat, Imvepi, Kyegegwa, Lamwo, Moroto/ Kiryandongo and Yumbe, as well as an urban office in Nsambya within Kampala.

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.

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 and R& R, 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.

Administration

• Attend to 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 and R& R, 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 Conduct:

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.

Deadline for receiving applications is June 8th,2021