HR / Admin Internship NGO Jobs – ACTED (Agency for Technical Cooperation and Development)

Job
Title:              
 HR / Admin Intern
Organisation: ACTED
(Agency for Technical Cooperation and Development)
Duty Station: Kampala,
Uganda
Reports to: Finance and
Admin Manager
Duration of Internship:
6 months
About US:
ACTED (Agency for Technical
Cooperation and Development) is a non-governmental organization created in
1993. Independent, private and not-for-profit, ACTED respects a strict
political and religious impartiality and operates according to
non-discrimination and transparency principles. ACTED’s vocation is to support
vulnerable populations worldwide and to accompany them in the construction of a
better future. The programmes implemented by ACTED in Africa, Asia, Middle East
and Latin America/Caribbean, aim at addressing the needs of the populations
affected by wars, natural catastrophes and/or economic and social crisis. ACTED
has been present in Uganda since 2007, and currently implements its
interventions in Karamoja, WestNile, South West and Northern Uganda.
Key Duties and Responsibilities:
HR/Administration:
  • Prepare
    all administrative and HR documents such as internal notes, regulation
    memos etc.
  • Coordinate
    efforts to ensure ACTED requirement with governmental offices and NGOs are
    met
  • Ensure
    compliance of ACTED to legal requirements in Uganda
  • Follow
    up ACTED financial and administrative issues (tax payment, registration,
    etc)
  • Facilitate
    the preparation of payrolls and submit PAYE and NSSF returns;
  • Coordinate
    ACTED registration in Uganda
  • Ensure
    that ACTED offices are in accordance with ACTED Management Guidelines and
    the Labour Code of Uganda.
  • Maintain
    communication with the Finance and Admin Manager regarding any issues
    relating to Human Resources administration (ethic issues, process,
    internal conflicts, legal aspects, regulation etc.)
  • Manage
    premises contracts.
  • Process
    attendance sheets for all staff national and international staff
  • Support
    record management of staff personal folders.
  • Supervise
    rent contracts of ACTED offices and guesthouses in the country
Human Resource and
Administration :
  • Provide
    HR and administrative support to all staff at HQ, Kampala and field
    offices
  • Process
    monthly attendance documents and support monthly reporting for salary
    distribution.
  • Ensure
    compliance of staff contracts with the ACTED Human Resources Manual.
  • Maintain
    all necessary records for international staff, including, but not limited
    to, visas, registration letters, travel documents, etc.
  • Support
    the implementation of new HR or Administrative activities, as directed by
    the management
  • Follow
    up of international staff issues, questions and regulations through contact
    with ACTED headquarter in Paris.
  • Support
    of staff appraisals and timely submission
  • Provide
    administration support as required within the ACTED guesthouse.
  • Support
    the day-to-day management of the ACTED offices and guesthouse
  • Support
    all other human resource or administrative activities as requested by the
    Finance and Admin Manager
Human Resource Document Follow
up :
  • Gather
    information from field offices, consolidate the Titanic (Staff report),
    and send it back to bases to distribute the salary accordingly.
  • Coordinate
    reporting on staff, communication and running costs at all ACTED bases in
    Uganda, in liaison with the finance department
  • Monitor
    and adjust staff grades, salaries and positions in accordance with the
    ACTED salary grid
  • Prepare
    and monitor international staff presence, to be sent to the Country
    Director and ACTED HQ in Paris
  • Ensure
    all relevant translations of Human Resources documents as necessary
  • Support
    all over HR document activities as requested by the Finance and Admin
    Manager
Training:
  • Organize
    relevant training for new staff for HR/Administration positions in bases.
  • Organize
    workshops to improve the base Administrators’ knowledge of the ACTED
    Administrative System.
  • Organize
    administration and HR training for all new international staff.
  • Support
    all over trainings as requested by the Finance and Admin Manager



Qualifications, Skills and Experience: 
  • The
    applicant for the ACTED Human Resources/Administration Internship
    must hold a Bachelor’s degree in Human resources Management or Bachelors’
    degree in Business Studies with a major in Human Resource Management.
  • Two
    years of experience in human resource practice preferably in an NGO.
  • Excellent
    interpersonal and communication skills.
  • Good
    report writing skills.
  • Ability
    to work under pressure with minimum supervision.
  • Good
    computer skills.
How to Apply:
All suitably qualified and
interested candidates should send their updated CVs, cover letters, certified
copies of academic documents and daytime telephone numbers of three
professional referees to Uganda.jobs@acted.org with the subject line should read “ACTED HR / Admin Intern” or you can also hand deliver your credentials to ACTED
Office, Plot 1102, Nsambya Road, Kampala. Uganda
Deadline: 4th February 2018 by 5:00pm

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