Admin & HR Officer – Humanitarian Initiative Just Relief Aid (HIJRA)

Title:     Admin & HR Officer
Organisation: Humanitarian
Initiative Just Relief Aid (HIJRA)
United Nations High Commissioner for Refugees (UNHCR)
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.
UNHCR Project:
HIJRA with
funding from the United Nations High Commissioner for Refugees (UNHCR) in
Uganda to implement a multi-Sectoral Program for refugees in Oruchinga
settlement (Isingiro district) and Nyakabande Transit Center (Kisoro district).
Duties and Responsibilities: 
1. Administration:
Plan, implement and/or supervise key services in
the general administration, including areas of fleet management, property
maintenance and functioning, travel and accommodation.
Assign daily, weekly and monthly tasks to the
direct reports to ensure that the following services are provided:
o   Address
day-to-day office and guest house administrative matters
vehicle(s) are maintenance and repairs are planned and provided timely, which
should include insurance.
o   Ensure that
periodic monitoring reports to efficient usage of vehicles are produced and as
well as quarterly flight reports.
Ensure repairs and renovations on all HIJRA
physical properties, including Buildings/residence are carried out timely.
Works closely with travelers to make timely flight
bookings and issuance of tickets, accommodation and transfers; ensure that cost
effective flights options are available to travelers.
Compile and submits travel reports to the
finance/accounts for payment
Manage the processing and submission of the travel
and other related cost invoices to finance/accounts department for payment.
Ensure that there are no delays in processing
payments for utility and rent invoices
Establishes travel schedules for the staff in
coordination with departmental heads.
Responsible for the processing of international
staff visa and work permits
Ensure that the front desk is customer sensitive
and is manned throughout.
Manage the cleanness of premises (office and
Ensure that the guest house is stocked with food
and other services provided (food, laundry etc.)
Establish a proper filing system for both hard and
soft copies within HIJRA Uganda office.
Mentor and supervise administrative staff, coach
and mentor supervisees as necessary.
Safeguard HIJRA’s properties and ensure in safe
Assist with HIJRA audit that touches on
administration & HR matters.
Ensure provision of refreshments for the offices
and keep proper records
2. Human resource:
Recruitment, selection and orientation: Render
support in 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.
Staff Contracts:
Prepare employment contracts have been drawn
accordingly without delays.
Actively monitor contract renewal periods and
ensure the relevant contracts have been issued to staff in a timely manner.
Staff leave management and staff list
Management of all types of leave for both national
and international staff, and maintain leave plan schedules for all staff
Provide an updated leave reports to staff on
quarterly basis
Maintain updated staff list and organogram and share
the same with HR Nairobi office at the end of every month
Coordinate performance management and appraisal
for staff
Ensure new staff on probation have been evaluated
and proper paperwork done in good time
Monitor the results of staff’s performance appraisals
and identify training needs for onward development programs
HR Policies administration, welfare and
Assist with police review to ensure compliance
with the organization’s strategy, existing labor laws and the present
Offer technical support in salary surveys and job
evaluation and implementation of the results
Ensure compliance with any statutory regulations
and HIJRA policies and procedures
Ensure staff welfare is fostered to the best of
HIJRA’s ability and within the policy and procedures
Plan and coordinate staff welfare events, staff
meetings, team building activities
Address day to day staff employment grievances
Management of staff personal files and other HR
documents are systematically filed for ease of retrieval or reference while
maintaining confidentiality.
Administration of staff medical insurance schemes
and other benefits
Liaise with service providers in the management of
staff medical and insurance scheme processes (e.g. new or existing employee
details and cards; claims for medical cover and insurance) benefit schemes like
medical, insurance, retirement benefits;
Work closely with Nairobi office in relation to
international cover for staff travelling outside the regions.
Liaise with HR Nairobi office in case of any
medical evacuation for international staff.
Maintain the office/vehicle First Aid Kits and
ensure training on the same
Process clearance and final dues for
separating staff
Ensure that staff who separate from the
organization have done proper handover by filling the clearance and exit forms.
Ensure that final payment (if any), has been paid
to separating staff only after proper clearance has been completed
Work closely with Nairobi regarding the processing
of the certificate of service for separated staff.
HR support and guidance
Work closely with other department to initiate,
propose and facilitate any organization development changes required
Administer monthly time sheets and ensure they are
properly filed per month and provided to relevant people for donor reports.
Perform any other duties as assigned.
Skills and Experience: 
The ideal candidate for the UNHCR Project Admin
& HR Officer should hold a Higher Diploma or a Degree in business Administration,
Development Studies, Public Administration or HR
Broad working knowledge of existing labour laws/
At least two to four years relevant experience in
a similar position in an NGO setting
Computer literacy skills with proficiency in MS
Word and Excel
Supervisory skills
High degree of confidentiality and treat people
fairly and equitably
Honest and trustworthy
High degree of flexibility
Demonstrate sound work ethics
Results oriented and self-driven
Demonstrated ability to work with others under
stressful situations.
Professional maturity and able to work
An individual that can work with people from
diverse backgrounds
Excellent interpersonal skills for team working
Good written and verbal communication skills
Ability to meet deadlines in multiple tasking
to Apply: 
All suitably
qualified Ugandan nationals are requested to send a Motivation letter,
Curriculum Vitae and including telephone and emails contacts of three
references including current/most recent employer. The applications should be
sent via email to: The subject line should read Admin
& HR Officer: Ref: HR008/UG
4th January 2016
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