Human Resource & Administration Manager at International Rescue Committee (IRC)

Job Description

Requisition ID: req47169

Job Title: Human Resource & Administration Manager

Sector: Human Resources

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Kampala Country Field Office, Uganda

Work Arrangement:

Job Description

BACKGROUND:                                                                                                                      

The International Rescue Committee (IRC) is one of the world’s leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women’s empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Lamwo, Kiryandongo, Moroto, Kyaka and West Nile.

SCOPE OF WORK: 

In close consultation with the Deputy HR Coordinator, the HR & Administration Manager contributes to the implementation of the Human Resources Management Policies, takes specific responsibility for initiation of the HR Development plan from the performance management system and follow up of the same to ensure availability of adequate skills mix and competencies required to deliver the IRC’s strategy. In addition, the job holder takes responsibility for administration of the HR Information system, practices and policy through documentation, data entry and management in line with the IRC HR strategy and objectives. The job holder may be called upon as and when necessary to support the emergency response team in cases of humanitarian crisis. 

SPECIFIC DUTIES AND RESPONSIBILITIES:

In compliance with the IRC policies and procedures, the HR & Administration Manager will specifically be responsible for the following duties:

• Participate in the development, implementation and review of Human Resource plans and policies.
• Participate in the development of the HR Budget and monitor its implementation in line with the HR plan and facilitate Human Resource related events/ workshops.
• Coordinate the whole process of recruitment and provide support to the process.
• Take all new staff for orientation through the IRC induction pack materials, HR manual, organogram and IRC Way training among others.
• Responsible for the review of job descriptions; working closely with respective Head of Departments and line managers to ensure that there is clarity of roles and duplication is avoided.
• Enter data on staff leave updates and produce monthly updates on balances and follow up those for the field staff and ensure that quarterly updates on balances are given to staff by the 15^th day of the month.
• Provide administrative support in the preparation and implementation of HR workshops/seminars, functions.
• Coordinate staff trainings to include mandatory online trainings for new staff.
• Update and ensure that all staff are duly registered with National Social Security Fund (NSSF) and their records/ contributions updated and submitted to the Finance department for payroll preparation by the 15^th Day of the month.
• Ensure regular update of employee records into files including support to the field offices.
• Follow up on timesheets and produce monthly updates shared with staff by the 10^th day of the month.
• Follow up on staff separation status and documentation within 1 month of separation from service.
• Manage the procurement of all stationery and purchase requests of all the HR department and make reorders on a quarterly basis.
• Support the process of sourcing consultants, participate in selection meetings, communication and update data bank of consultants, and maintain a file of their documentation (work in progress and agreements).
• Procure IDs for staff within 5 days of joining.
• Organize inspiration talks for staff on a quarterly basis.
• Advocate members of staff to uphold values and principles of IRC in their place of work as well as their environment.

Ensure smooth running of all activities in the administration section at the country office – Kampala.

• Ensure that the staff offices are always kept clean and that all faulty items are worked on immediately.
• Ensure that the staff effectively make use of the biometric system machine and reports are generated monthly and shared with your supervisor for progress monitoring of the system.
• Supervise all repairs and works at the Kampala offices.
• Ensure that the Baby Room is always clean, to provide a safe environment to both the mothers and the babies.
• Ensure that occupational health and safety requirements and procedures are in place.

Property/Facilities Management.

• Liaise with the landlord in the overall maintenance of the country office premises and manage facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilised.
• In liaison with the Supply Chain team, develop a schedule for all the tenancy agreements for the different residencies and offices and track when rent is due.
• Receive and handle all requests for goods and services related to property management.
• Ensure that accurate documentation such as purchase requests, detailed specifications are provided to the Supply Chain section for action and liaise with the Supply Chain team on timely procurement and delivery of goods and services with regards to office facilities, including stationary supplies and the overall office administration management.
• Follow up on IRC matters related to service provision on utilities like water and electricity.
• Take part in preparation of documentation to include tenancy agreements, reminders to landlords, and management of tenancy terminations, repairs and handovers.
• Take part in preparation of procurement plans for the office supplies.
• Track and maintain an updated master database for all property in the Country Program.
• Ensure that security deposits attached to tenancy agreements are tracked and recovered at the expiry of the tenancy agreement.

Human Resources Management

• Supervise the HR & Administration Officers, Assistant, Receptionist, and Cleaners. 
• In consultations with your supervisor, conduct capacity needs of the team to conduct trainings in a bid to build the capacity of the team.
• Manage the performance of the team that you supervise and ensure that they are delivering on their objectives as expected.

(Perform other relevant duties as assigned (of a similar nature or related and in the interest of the organization).

Qualifications

REQUIREMENTS:

Education

• Bachelor’s degree in human resources management or social sciences.
• Professional HR certification is highly desirable.
• Master’s Degree in a relevant field will be an added advantage.
  

Experience

• A least 5 years of mid-senior management experience in similar role.
• Previous experience working with an international NGO in a cross-cultural setting, preferably in the HR sector.
• Previous team leader experience and knowledge of team dynamics desirable.

Functional knowledge, skills and ability:

• Demonstrated understanding and proficiency in the field of Human Resources Management and ability to work under minimum supervision.
• Good understanding of national legal requirements relating to HR, including labour laws and administrative laws.
• Knowledge of organisational policies, systems and procedures formulation and management.
• Good Interview, negotiation, and counselling skills
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Excellent planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Creative and visionary
• Ability to intervene with crisis management or troubleshooting as necessary.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Computer literacy and excellent documentation skills are a must.
• Excellent time management and planning capacity

STANDARDS FOR PROFESSIONAL CONDUCT

The IRC and IRC staff must adhere to the values and principles outlined in The IRC Way – Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces a range of policies, including 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 at 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.

This position is only for Ugandan nationals to apply; IRC strives to attract, motivate, and retain qualified national staff in our programs.

NB: This advert will close on 18^th December 2023.