UNHCR Non-profit Careers – Human Resource and Administration Officer at Humanitarian Initiative Just Relief Aid (HIJRA)

Organisation:
Humanitarian Initiative Just Relief Aid (HIJRA)
Funding Source: UNHCR
Duty Station: Kampala,
Uganda
Reports to: Country
Program Manager
About HIJRA:
Humanitarian Initiative Just Relief
Aid (HIJRA) is an international African humanitarian and development
organization that positively contributes towards improving the living standards
and conditions of those adversely affected by disasters and conflict in the
Horn, East & Central Africa by implementing WASH, Health, Education,
Livelihoods, Community service & development and Protection programs in the
region for a period of more than 20 years.
About UNHCR Project:
HIJRA with funding from the
UNHCR in Uganda is implementing a multi-Sectoral Program for refugees Oruchinga
settlement (Isingiro District) and transit centers in Kisoro and Bundibugyo
districts.
Job Summary: The Human
Resource and Administration Officer will coordinate, implement and monitor the
Human Resources Management and Administration functions of HIJRA office in
Uganda. The position holder will work closely with Head of Finance, field staff
and HR Nairobi. The job holder will also provide supervision of some support
staff. The incumbent will also ensure compliance with HR policies and
procedures.
Key Duties and Responsibilities: 
1. Human Resource:
  • Responsible
    for the design, plan and implement staff recruitment processes in
    accordance with the organization’s policies and procedures and the local
    labor laws requirements. This will include interview process, reference
    checks, offer and, regret letters and orientation program.
  • Management
    of employment contracts, (issuance of all types of contracts) in a timely
    manner.
  • Management
    of all types of leave for both national and international staff, and
    maintain leave plan schedules for all staff and provide reports to staff.
    This should be done through HRIS.
  • Maintain
    updated staff list and organogram on monthly basis and ensure staff have
    completed timesheets on monthly basis.
  • Actively
    coordinate performance management and appraisal for staff ; monitor the
    results and identify training needs for onward development programs;
  • In
    charge of capacity building/awareness to staff regarding HR matters
  • Ensure
    staff put on probation have been evaluated and proper paperwork completed
    in good time
  • Ensures
    legal compliance by monitoring and implementing applicable human resource
    and Uganda laws
  • Police
    review, formulation, implementation to ensure compliance with the
    organization’s strategy, existing labor laws and the present challenges
  • Ensure
    staff welfare is fostered to the best of HIJRA’s ability and within the
    policy and procedures
  • Oversee
    salary surveys and job evaluation and implementation of the results
  • Maintains
    human resource records by designing a filing and retrieval system; keeping
    past and current records while maintaining confidentiality.
  • Actively
    coordinate and manage staff medical insurance schemes which should
    include; additions and deletions, medical evacuations, reconciliation
    reports and submission to finance for payment
  • Support
    in collection and provision of accurate provision for insurance and
    medical covers for staff and during budgeting and monitoring
  • Coordinate
    exits for separating employee and ensure issuance of certificate of
    service
  • Address
    the day to day staff employment grievances
2. Administration:
  • Plan,
    implement and/or supervise key services in the general administration,
    including areas of fleet management, property maintenance and functioning,
  • Works
    closely with travelers to make timely flight bookings and issuance of
    tickets, accommodation and transfers.
  • Assign
    daily, weekly and monthly tasks to the direct reports (if any) to ensure
    that the following services are provided: Ensure vehicle(s) are
    maintenance and repairs are planned and provided on timely basis and
    provide periodic reports on vehicle and fuel usage.
  • Safeguard
    HIJRA’s properties and ensure in safe custody
  • Establish
    travel schedules for the staff in coordination with departmental heads
    (based on agreed work plans; ensure there are field return reports)
  • Coordinate
    flight bookings, accommodation compile and submit travel reports to the
    finance/accounts for payment and provide quarterly reports on the same.
  • Responsible
    for the processing of international staff visa and work permits
  • Manage
    the cleanness of premises, front desk is customer sensitive and is manned
    throughout
  • Ensure
    that the guest house (if available) is stocked with food and other
    services provided (food, laundry etc.) have a system of replenishment/
    monitoring in place.
  • Establish
    a proper filing system for both hard and soft copies.
  • Assist
    with HIJRA audit that falls on administration & HR matters.
  • Address
    day-to-day office administrative matters
Qualifications, Skills and Experience:  
  • The
    applicant should hold a Degree in Human Resource or related field
  • Must
    have a working knowledge and be current with all relevant employment
    related laws
  • A
    minimum of three or more years’ experience in a similar position with
    hands-on HR generalist experience
  • Possess
    basic computer skills in Microsoft Office applications and HRIS programs
  • Supervisory
    skills
  • High
    level of confidentiality and excellent organization skills
  • Possess
    excellent analytical skills and good reasoning abilities and sound
    judgment
  • Flexible
    and demonstrate sound work ethics
  • Results
    oriented and self-driven
  • Ability
    to work with others under stressful situations.
  • Professional
    maturity and able to work independently
  • Work
    with people from diverse backgrounds
  • Excellent
    interpersonal skills for team working
  • Excellent
    written and verbal communication skills
  • Ability
    to meet deadlines in multiple tasking environments
How to Apply: 
All qualified Ugandan nationals
are encouraged to send an application plus updated CV to: vacancies.ug@hijra.or.ke. Please
clearly indicate the position tile in the subject line of the E-mail.  
NB: Due
to the urgent need to fill this position, shortlisting will be done as we
receive applications. The earlier you apply the better!
Deadline: 15th January 2015
For More Ugandan Jobs, Please
Visit http://www.theugandanjobline.com
or find us on our facebook page https://www.facebook.com/UgandanJobline

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