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Senior HR and Administration Officer NGO Career Jobs – International Rescue Committee (IRC)

Organization: International
Rescue Committee (IRC)
Duty Station: Kampala,
Uganda
Reports to: Country Senior
Admin/HR Manager
About US:
The International Rescue Committee helps people whose lives and
livelihoods are shattered by conflict and disaster to survive, recover, and
gain control of their future. It was created by Albert Einstein more than 80
years and has been working in Uganda since 1998. It has particularly working in
the conflict zones where tens of thousands of people have been kills and over
1.6 million displaced. Following a peace agreement in 2006, Ugandans are
returning home and looking to rebuild their lives. The IRC is there to protect
women and children from violence and exploitation by fostering a safe
environment and encouraging education, and is supporting farmers and small
businesses, and helping communities promote peace and long-term development.
Job Summary: The Senior HR
and Administration Officer is mainly responsible for providing support to the
various Human Resources functions of the country program. This will include
rolling out IRC’s Global HR Operating Policies and Procedures which covers
recruitment, orientation, compensation, professional development, performance
management and exit management. The Senior Admin/ HR Officer will have
oversight over all field Admin/HR Officers and work closely with the Field
Senior Management Team to ensure compliance with IRC administrative standards
and with local laws and regulations.
Key Duties and
Responsibilities:  
Recruitment and On-boarding:
  • Initiate and coordinate all the
    recruitment requests and follow through on hiring procedures in line with
    the policy.
  • Prepare and post all job advertisements
    for all vacant positions in appropriate channels and ensure wide and
    appropriate distribution, this includes e-filing of application and
    sending out HR communications.
  • Maintain an organized recruitment
    resource database and bi-weekly update the recruitment status report and
    send it to all managers on a weekly basis
  • Organize interviews and follow through on
    hiring procedures in line with the IRC policy
  • Work closely with hiring managers and
    field based HR/Admin staff to ensure new staff are oriented upon hire in
    all IRC offices
Staff development & Training:
  • Coordinate staff trainings in accordance
    with the Learning and Development Plan; monitor and track all IRC
    sponsored trainings, ensuring all stall fill out training bonds, feedback
    reports and all related training documents in total compliance with IRC’s
    policies and procedures.
  • Support staff learning by creating
    innovative ways of encouraging on line learning for all staff
  • Coordinate training courses for employees
    as required.
HR Management (Organisationnel management):
  • Assist the Senior Admin/HR Manager in
    order to include HR parameters in the country program strategic action
    plan and all strategic decisions related to IRC in Uganda
  • Support Senior Admin/HR Manager in change
    management for all offices
  • Maintain a thorough knowledge of IRC
    personnel policies and ensure the implementation of these policies.
  • Significantly contribute to the overall
    management of HR/Admin department, drawing from on own diagnosis,
    professional knowledge/experience and knowledge of the organization.
  • Participate in Budget vs Actual meetings
    submit report for your supervisors action and follow-up in a timely
    fashion.
Benefits Management:
  • Coordinate and facilitate the salary
    review every two years
  • Ensure all employee salary change is made
    in compliance with IRC global compensation policy.
  • Coordinate staff welfare management
    initiatives across the field sites in collaboration with other field HR
    Leads
  • Develop and review the national payroll
    salary mapping in liaison with Finance Departments. Monthly produce salary
    allocation reports in conjunction with the Senior HR/Admin Manager,
    Financial Controller and Senior Operations Coordinator
  • Health Insurance management: Coordinate
    the national staff health insurance scheme ensuring timely and accurate
    monthly reports from the service provider; ensure all new staff benefit
    from the scheme upon recruitment
GPA Insurance Management:
  • Coordinate staff Group Personal Accident
    compensation scheme with Britam; submit monthly reports and ensure all
    staff are enrolled to the scheme upon hire
  • Ensure that exited staff are removed from
    cover and credit notes are issued by the insurer.
Performance Management:
  • Coordinate timely performance appraisals
    and maintain an updated PME database for all staff in coordination with
    the other field HR leads
  • Ensure that performance evaluations for
    all staff are conducted on time, and review all evaluations to ensure
    quality and consistency
  • The incumbent will collate training needs
    from the PME and ensure that they are captured in the Annual learning and
    development plan.
Payroll Administration:
  • Ensure that payroll is timely and is
    accurately managed monthly
  • Act as the focal point person for the
    national payroll process and train two key back up staff for the payroll.
  • Manage the Process of Payroll for National
    and incentive staff and serve as primary liaison with the field offices on
    payroll related issues.
  • Oversee the timely remittance of NSSF and
    PAYE and other Benefits.
Reporting and Information Management:
  • Maintain the HR database in all field
    offices and regularly update employee information.
  • Maintain an accurate and timely employee
    filing system.
  • Ensure the IRC way violations are
    captured, reported and followed through on a monthly
  • Manage the Scorecard system and ensure
    accuracy and tracking on a monthly basis
  • Prepare and manage the HR Metrics reports
    and ensure timely submission Monthly
  • Conduct an annual HR personnel file audit
    for the country program and ensures total compliance with HR records and
    propose recommendations for action point in all field offices and report
    to the Senior Admin/HR Manager
  • Maintain and update the timesheet tracking
    system for both national and international staff and file all timesheets
    appropriately.
  • Prepare HR semi-annual and annual reports
    and share these with the senior management team, Senior Admin/HR Manager.
    Information in these reports will include general HR information such as
    turnover statistics, success stories, new projects/ initiatives that are
    underway, per the IRC Global HR Operating Policies and Procedures.
  • Ensure the Senior Administration/HR
    Manager is informed of all developments and issues pertaining to
    Administration
Exit Management:
  • The incumbent will process all termination
    paperwork for all national and expatriate staff including preparation of
    termination notice letters in relation to closing grants and
    restructuring.
  • 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
Staff Management:
  • Directly supervise the HR/Admin Officer,
    Administrative Assistant and the HR/Admin volunteers based in Kampala and
    ensure all work duties are performed satisfactorily.
  • Work closely with the HR
    volunteers/interns, maintain and ensure an accessible, central filing
    system; ensure orderly archiving of official human resource documents
Other Human Resource Functions:
  • Read, review and become knowledgeable of
    the IRC Global HR Policies and Procedures and draft addendums for the (CP)
    for any areas of non-compliance with Ugandan Laws in liaison with your
    supervisor
  • Perform other work related duties as
    required by the supervisor and SMT
Qualifications, Skills and
Experience:
  • The ideal candidate for the IRC Senior HR
    and Administration Officer job opportunity should hold University studies/
    Higher education in Human Resources, Business administration or any other
    related course;
  • Possession of a Post Graduate Diploma in
    Management, Human Resources preferred
  • A minimum of four years’ experience in
    similar position;
  • Demonstrated skills in administration and
    human resources management
  • Excellent organizational, interpersonal
    skills
  • Good administrative skills
  • Strong written and oral English
    communications skills
  • Excellent computer skills including MS
    Word, Excel, PowerPoint and Outlook
  • Ability to present information
    effectively; experience providing training and staff development a plus
  • Good analytic skills and ability to settle
    disputes.
  • High degree of flexibility to adapt to
    changing requirements; must be able to work independently while being a
    strong team player;
  • Strong skills in collaboration with
    multi-cultural and diverse teams
  • A team builder with excellent people
    skills; must be culturally sensitive
  • Commitment to consistently improving and
    developing innovative HR solutions in response to HR/organizational
    Country Program challenges
How to Apply:
All suitably qualified and interested candidates are encouraged to
apply online at the link below.

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