Summary
Date Posted: Thursday, March 07 2024, Base Salary: Not Disclosed

JOB DETAILS:
Job Summary:
Under the guidance of the Admin/HR Officer the Admin/HR Assistant supports the Administrative, HR functions/activities professionally within the established LWF Uganda procedures and guidelines.

Duties & Responsibilities
Administrative function.
• Handle internal and external mail/courier distribution, delivery and dispatch efficiently and maintain a register for that purpose.
• Filing of assigned program documents and correspondence in an orderly manner and ensure safe custody of confidential files as required.
• Assist in supervising the guard/gardeners, housekeepers, office assistants and ensure that they carry out their duties in accordance with their respective schedules.
• Oversee and monitor the proper use and maintenance of office facilities and equipment and ensure availability of required consumables, supplies and timely repairs of equipment.
• Maintain a visitor’s book and ensure it is readily available for use.
• Responsible for arranging and booking accommodation for staff and visitors.
• Ensure that the front desk area is clean, tidy, orderly and adequately served during working hours by handling visitors professionally.
• Receive, verify and record office supplies and maintain accurate records of their usage.
• Display bulletins, notices and communication on the notice boards.
• Receive, compile and transmit staff medical fund claims for processing.
• Enter all excel sheet SRs for all the projects into the sage system.

Human Resources function
• Assist in the coordination of the interviews process that includes ensuring interview venue is properly set, documents prepared and computers are available for written tests.
• Arrange and manage orientation schedules for new staff.
• Ensure that staff records are complete, up to date and kept confidential.
• Maintain staff lists by location, project and gender and provide to the HR Officer on a monthly basis.
• Ensure all employees are issued with Identity Cards and medical cards, and that those who leave employment return identity cards.
• In coordination with the logistics department, ensure logistical arrangements are efficiently made to facilitate training events.
• Ensure that staff prepare and submit training reports after each training attended.
• Maintain a staff training record database and training events calendar.
• Assist the Admin/HR Officer update the staff leave records to include: reconciling of staff leave, preparation of monthly Leave report summary for all staff and generation of the Leave report each month.
• Maintain file copies of all outgoing and incoming correspondence with the medical service providers.
• Inform the HR Department National Office about the new and outgoing staff/dependants so that they update the Medical/GPA list regularly.

Manage the filling system for the HR department: -
• Monthly review of personnel files against the HR checklist for accuracy and completeness of personnel records and filing.
• File all documents promptly and retrieve them when requested.
• Maintain contracts/agreements schedule for HR services ensuring that agreements are renewed timely – a month prior to expiry following systematic procurement process.
• Maintain employee confidence and protect operations by keeping human resource information confidential.
• Coordinate all events at the office for instance farewells and end of year meetings

Staff Supervision and Management.
• Supervise the cleaners/office assistants/guards, motivating them, supporting them and instilling discipline and ensuring adequate performance.
• Implement performance management processes and regularly set targets for staff under your supervision and conduct effective staff appraisals.
• Trouble shoot administrative issues as they arise and support the Admin/HR Officer to raise effective decisions.
• Coordinate logistics support for internal staff in cases of transfers, relocations and support field visits.

Educational Qualifications & Experience Required:
• Bachelor’s Degree in Human Resource Management, Public Administration/Industrial and Organisational Psychology/Business Administration from a reputable institution.
• At least 1- 2 years’ experience in Administration/HR from a reputable organisation.
• Special Skills, Aptitude or Personality Requirements:
• Ability to work independently with minimum supervision.
• Ability to work under time pressure and meet deadlines.
• Excellent Interpersonal and Communication Skills.
• Records Management and Report writing skills.
• Computer proficiency (Word, Excel etc.)


Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure

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