Job
Title: HR & Admin Officer
Title: HR & Admin Officer
Organisation: African
Prisons Project (APP)
Prisons Project (APP)
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
Reports
to: Regional Director
to: Regional Director
Salary: £2,400- £3,600 per annum
About
US:
US:
The African
Prisons Project is an international non-profit organization that works to
restore dignity and hope to prisoners across Africa. APP works holistically to
change the way that criminal justice issues are addressed in the countries in
which we work and empower prisoners to drive positive change. We work with
Prison Service leaders who wish to develop services and policies in line with
our mission and welcome our support. We pursue these changes in a two pronged
approach. Firstly, by focusing on rising stars and senior management of the
prison services, providing them with the skills needed to reform and improve
prison systems. Secondly, by providing scholarships and training to prisoners
and prisons staff pursuing legal degrees or diplomas through distance learning
programmes, to support them act as educators and legal advisers to prisoners
and to then take this knowledge of the law to the poorest communities upon
release.
Prisons Project is an international non-profit organization that works to
restore dignity and hope to prisoners across Africa. APP works holistically to
change the way that criminal justice issues are addressed in the countries in
which we work and empower prisoners to drive positive change. We work with
Prison Service leaders who wish to develop services and policies in line with
our mission and welcome our support. We pursue these changes in a two pronged
approach. Firstly, by focusing on rising stars and senior management of the
prison services, providing them with the skills needed to reform and improve
prison systems. Secondly, by providing scholarships and training to prisoners
and prisons staff pursuing legal degrees or diplomas through distance learning
programmes, to support them act as educators and legal advisers to prisoners
and to then take this knowledge of the law to the poorest communities upon
release.
Job
Summary: The HR & Admin Officer will offer support to the team in Uganda
with all aspects of HR from recruitment, writing job descriptions, supporting
references and contract conclusion. APP also has a number of overseas
volunteers/interns and the role will also be to support this process including
assessing the candidates, ensuring their documentation is correct and
completing monitoring and reporting.
Summary: The HR & Admin Officer will offer support to the team in Uganda
with all aspects of HR from recruitment, writing job descriptions, supporting
references and contract conclusion. APP also has a number of overseas
volunteers/interns and the role will also be to support this process including
assessing the candidates, ensuring their documentation is correct and
completing monitoring and reporting.
Key
Duties and Responsibilities:
Duties and Responsibilities:
A: Human Resources:
1. Recruitment and Selection:
·
Become acquainted with African Prisons Project
(APP) ethos, policies, working practices and programs, specific information and
staff in order to enable them to efficiently carry out their role.
Become acquainted with African Prisons Project
(APP) ethos, policies, working practices and programs, specific information and
staff in order to enable them to efficiently carry out their role.
·
Work closely with all departments within APP to
understand how they work, develop partnerships and assess their volunteering
needs;
Work closely with all departments within APP to
understand how they work, develop partnerships and assess their volunteering
needs;
·
In charge of developing job descriptions for each
role; assist with taking up shortlisting candidates through CV reviews, taking
up references, and confirming back to the candidates if they are successfully
or not.
In charge of developing job descriptions for each
role; assist with taking up shortlisting candidates through CV reviews, taking
up references, and confirming back to the candidates if they are successfully
or not.
·
Planning for staff and volunteer retention and
replacement;
Planning for staff and volunteer retention and
replacement;
·
Generating appropriate opportunities and role
descriptions based on the needs of the organisation;
Generating appropriate opportunities and role
descriptions based on the needs of the organisation;
·
Raising staff awareness of the role that are being
recruited for and the progress;
Raising staff awareness of the role that are being
recruited for and the progress;
·
Working closely with multiple agencies across
different sectors in order to establish good working relationships to influence
candidates to apply and posting adverts.
Working closely with multiple agencies across
different sectors in order to establish good working relationships to influence
candidates to apply and posting adverts.
2. Orientation:
·
Developing the induction programme;
Developing the induction programme;
·
In charge of researching and writing policies and
procedures, including risk assessments;
In charge of researching and writing policies and
procedures, including risk assessments;
·
Presenting and managing the induction for all new
staff/volunteers & interns
Presenting and managing the induction for all new
staff/volunteers & interns
3. Training and Development: Ensuring there is appropriate
support and training for staff/volunteers & interns
support and training for staff/volunteers & interns
4. Interviewing: In charge of participating in
interviewing and recruitment ensuring they are appropriately matched and
trained for a position;
interviewing and recruitment ensuring they are appropriately matched and
trained for a position;
5. Management:
·
Managing policies, procedures and standards;
Managing policies, procedures and standards;
·
Managing the staff database and records;
Managing the staff database and records;
·
Rostering and organising candidates;
Rostering and organising candidates;
·
In charge of developing and overseeing associated
budgets and expenditure
In charge of developing and overseeing associated
budgets and expenditure
·
Resolving conflicts or managing the grievance
process;
Resolving conflicts or managing the grievance
process;
·
Responsible for monitoring, supporting, motivating
and staff/volunteers and their work;
Responsible for monitoring, supporting, motivating
and staff/volunteers and their work;
·
Providing advice and information to
staff/volunteers and external organisations through face-to-face, telephone and
email contact;
Providing advice and information to
staff/volunteers and external organisations through face-to-face, telephone and
email contact;
·
Keeping up to date with legislation and policy
related to staff/volunteering and making any necessary modifications to
accommodate changes;
Keeping up to date with legislation and policy
related to staff/volunteering and making any necessary modifications to
accommodate changes;
·
Maintaining databases for future volunteers
Maintaining databases for future volunteers
B. General Administrative Tasks
·
Work closely with the Admin team, responsible for
data entry.
Work closely with the Admin team, responsible for
data entry.
·
Take lead in Procurement of office stationary and
equipment.
Take lead in Procurement of office stationary and
equipment.
·
Answer, screen and transfer inbound phone calls
Answer, screen and transfer inbound phone calls
·
Receive and direct visitors and clients
Receive and direct visitors and clients
·
General clerical duties including photocopying,
fax and mailing
General clerical duties including photocopying,
fax and mailing
·
Maintain electronic and hard copy filing system
Maintain electronic and hard copy filing system
·
Prepare written responses to routine enquiries
Prepare written responses to routine enquiries
·
Retrieve documents from filing system
Retrieve documents from filing system
·
Manage all requests for information and data
Manage all requests for information and data
·
Resolve administrative problems and inquiries
Resolve administrative problems and inquiries
·
Prepare and modify documents including
correspondence, reports, drafts, memos and emails
Prepare and modify documents including
correspondence, reports, drafts, memos and emails
·
Schedule and coordinate meetings, appointments and
travel arrangements for managers or supervisors
Schedule and coordinate meetings, appointments and
travel arrangements for managers or supervisors
·
Prepare agendas for meetings and prepare schedules
Prepare agendas for meetings and prepare schedules
·
The job holder will record, compile, transcribe
and distribute minutes of meetings
The job holder will record, compile, transcribe
and distribute minutes of meetings
·
Open, sort and distribute incoming correspondence
Open, sort and distribute incoming correspondence
·
Maintain office supply and inventories
Maintain office supply and inventories
·
Coordinate maintenance of office equipment
Coordinate maintenance of office equipment
Qualifications,
Skills and Experience:
Skills and Experience:
·
The applicant should preferably hold a Degree in a
relevant field with proven HR, information, communication and technology
skills.
The applicant should preferably hold a Degree in a
relevant field with proven HR, information, communication and technology
skills.
·
In-depth knowledge in MS office applications.
In-depth knowledge in MS office applications.
·
Working knowledge of operation of standard office
equipment.
Working knowledge of operation of standard office
equipment.
·
Working knowledge of clerical and administrative
procedures and systems such as filing and record keeping
Working knowledge of clerical and administrative
procedures and systems such as filing and record keeping
·
Working knowledge of principles and practices of
basic office management
Working knowledge of principles and practices of
basic office management
·
HR policies and procedures
HR policies and procedures
·
Excellent communication skills – written and
verbal
Excellent communication skills – written and
verbal
·
Good planning and organizational skills
Good planning and organizational skills
·
Good problem assessment and problem solving skills
and abilities
Good problem assessment and problem solving skills
and abilities
·
Information gathering and information monitoring
Information gathering and information monitoring
·
High degree of flexibility
High degree of flexibility
·
Adaptability
Adaptability
·
Customer service orientation
Customer service orientation
·
Teamwork
Teamwork
How
to Apply:
to Apply:
All suitably
qualified and interested candidates should send an updated CV and covering
letter to Peter R. Tibigambwa, Country Director, African Prisons Project via E-mail
to, [email protected].
qualified and interested candidates should send an updated CV and covering
letter to Peter R. Tibigambwa, Country Director, African Prisons Project via E-mail
to, [email protected].
NB:
Please do not apply unless you have the right qualifications and experience.
This role will be popular and we will only be reviewing applications who send
us their CV and covering letter which are no more 3 pages long. We do not need
to see certificates and references at this stage.
Please do not apply unless you have the right qualifications and experience.
This role will be popular and we will only be reviewing applications who send
us their CV and covering letter which are no more 3 pages long. We do not need
to see certificates and references at this stage.
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