Summary
Date Posted: Friday, August 05, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Job Overview/Summary:
The HR/Admin Officer is responsible for ensuring that the day-to-day HR and Administration activities are performed in accordance with IRC policies, procedures and HR best practices. The HR/Admin officer is responsible for escalating to the HR/Admin Manager on a timely basis all matters related to employee management in Bidibidi settlement. The position reports to the HR/Admin Manager and works closely with the Bidibidi field coordinator to ensure effective and efficient HR and admin services are provided to support program activities in Bidibidi.

Responsibilities:
1. Human resources and administration
Recruitment and orientation
• Under the guidance of the HR/Admin Manager, participate in recruitment process for local recruitments as required and ensure HR recruitment policies and procedures are consistently followed
• In coordination with the HR/Admin Manager and the field coordinator, facilitate the integration/transition processes to assure new and transferred staff to Bidibidi received required information for their integration.
• Ensure all new staff receive IRC Way orientation and related documentation.
Compensation and Benefits
• Assist in responding to employee inquiries regarding salary and benefit
• Act as focal point to receive staff concerns about their compensation and benefits.
• Provide timely feedback to HR/Admin Manager about staff all staff concerns related to their compensation and benefits.
• Assist in responding to employee inquiries regarding salary and benefit.
Employee Relations:
• Facilitate and providing guidance for resolving minor employee relations issues in the field office
• Ensure HR/Admin Manager is immediately informed about any employee relation issues occurring in the field.
• Facilitate relationships between labor/social services and IRC staff.
Administration
• Ensure staff timesheets are provided on time and send the Yumbe office systematically
• Ensure staff are taking their leave in accordance to IRC regulations.
• Ensure staff information is shared with HR/Admin Manager in Yumbe on a regular basis.
• Communicate any staff welfare concerns to the HR/Admin manager on a quick basis.
• Ensure offices are cleaned on a regular basis.
• Ensure office supplies are available at any time
• Ensure staff tea and water is available at the office all time.
2. Reporting
• Submit regularly as required, information to HR/Admin Manager for HR Metrics preparation
• Submit regularly payroll information to the HR/Admin Manager
• Update and submit regularly staff leave tracking
• submit weekly and monthly recruitment reports
• Ensures coordination and monitoring of shared activities between HR, administration and Supply Chain in Bidibidi field office.
• Maintain proper records for all correspondences
• Ensure compliance of administrative policies and procedures with IRC standards and local law in Bidibidi field office.
• Perform other relevant duties as assigned (of a similar nature or related and in the interest of the organization)
3. Exit Management
• Work closely with supervisors to ensure exit interviews are offered to all staff and data is captured in the online exit survey to ensure a learning and reflective culture in the country program.
• Ensure that staff are removed from the Health Insurance scheme and GPA schemes accordingly
• Develop and maintain reports to update and finalize terminal benefits
• Perform other duties as needed or requested by the HR /Admin Manager.
Contract Management
• Preparing and track offer letters and employment contracts.
• Prepare COS (Change of Status) forms as required and draft /track Staff Contracts, termination forms/notifications.
• Ensure internal equity is maintained for staff compensation and benefits and advice programs leads accordingly.
• Ensure staff understands their benefits package and lead an effective administration of the benefits.
• Maintain accurate and up to date personnel records of all employees including orderly archiving.
• Ensure the IRC way violations are captured, reported and followed through on a monthly basis.
HRIS Support
• Support the management of IRC Uganda’s HRIS system and ensuring that it is accurate and maintained up to date.
• Support the maintenance of all talent acquisition and management processes in Cornerstone and the HRIS as assigned, to ensure 100% data integrity.
• Act as a point of contact for all Cornerstone enquiries
• Capacity building employees, management and HR Focal points in use of Cornerstone and the HRIS.
• Support Payroll process for national staff, as required.
Performance Management
• Coordinate timely performance appraisals and maintain an updated PME database for all staff in coordination with the field HR lead.
• Ensure that performance evaluations for all staff are conducted on time, and review all evaluations to ensure quality and consistency
• Collate training needs from the PME and ensure that they are captured in the Annual learning and development plan.
Health Insurance Management
• Coordinate the national staff health insurance scheme ensuring timely and accurate reports from the service provider.
• Ensure all staff and eligible dependents are registered on to the medical insurance scheme, monitor staff medical coverage and ensure that the scheme is functioning well
• Liaise with the health service provider to resolve any issues with the services.
• Follow up on all medical insurance matters for staff including adding and deleting staff to/from the employer’s liability and the medical and hospitalization insurance policy schemes as well as follow up on payments and claims.

Qualifications
Education
• Bachelor degree in Human Resource, Administration or social sciences.
• Professional certification is highly desirable and an advantage
Experience
• 2 years of relevant professional experience in administration / human resources and in similar position.
• Previous experience working with an international NGO in a cross-cultural setting, preferably in the HR or Administration sector.

Functional knowledge, skills and ability:
• Remains productive when under pressure.
• Works collaboratively with team members to achieve results.
• Relates and works well with people of different cultures, gender and backgrounds.
• Flexibility and prepared to work additional hours
• flexibility to continuously re-prioritize
• Ability to multi-task. 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);
• Prior experience of preparing/disseminating payroll is a plus.
• Excellent written and verbal communication skills
• Excellent Microsoft Office packages - Word, Excel, and Outlook.
• Able to coach and support others
• Strong experience in an human resource support role
• Ability to analyse and interpret numerical data and processes
• Ability to maintain the highest degree of discretion and confidentiality of HR information


Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

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