Human Resource and Administration Assistant

IRC BACKGROUND:

Founded in 1933, the International Rescue Committee is a world leader in relief, rehabilitation, and post-conflict development services for those uprooted or affected by violent conflict and oppression. The IRC is currently working in over 40 countries around the world, addressing both the immediate and lifesaving needs of conflict affected people in emergencies and the reconstruction needs of post-conflict societies.

The IRC began programming in northern Uganda in 1998 in response to mass displacement and devastation wrought by rebel group, the Lord’s Resistance Army. In 2002, the IRC expanded to the remote, conflict-affected region of Karamoja and in 2011, began working with refugees in Kampala. Monitoring the influx of South Sudanese refugees at the end of 2015, the IRC began scaling up its response to refugees arriving in the West Nile region. By promoting durable solutions that deliver on the interdependent aims of saving lives, strengthening institutions, and supporting social cohesion, the IRC in Uganda is laying the building blocks for long-term stability and development - bringing people from harm to home. The IRC currently works in 9 districts in Uganda, including Kitgum, Lamwo, Kyegegwa, Moroto, Amudat, Yumbe, Arua, Kiryandongo and Kampala.

The IRC is currently implementing its health and nutrition programs focusing on providing primary health care services to refugees in their settlements.The health and nutrition programs are aligned to the IRC mission; “ to help people whose lives and livelihood are shattered by conflict and disaster including climate crisis to survive, recover and gain control of their future”.

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 OF 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  July 8th,2021