Fresher Administration & HR Assistant NGO Jobs – International Rescue Committee (IRC)

Job
Title:        
 Administration
& HR Assistant
Organization: International
Rescue Committee (IRC)
Duty Station: 
Kampala, Uganda
Reports to: Senior
HR & Admin Officer
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 Administration & HR Assistant is
mainly responsible for providing support for day-to-day administrative
requirements, functions and general office management of the IRC Kampala
office.
Key Duties and Responsibilities: 
Front Office
Management
  • Ensure that reception services are provided in such a fashion that
    visitors are provided with a warm welcome and that their needs are swiftly
    attended to
  • Ensure that all incoming communications(telephone calls, letters,
    email etc.) are responded to professionally and reliably passed on to the
    appropriate person(s)
  • Ensure that the mails are collected from the post office on a
    regular interval and ensure timely distribution of mail/messages
  • Ensuring that the office environment is clean, well-organized and
    attractive and that break tea is provided to a high standard of quality
    and hygiene
  • Ensure that Office equipment is switched off accordingly and the
    premises securely closed.
Utility Management
(Electricity, Water, Garbage, Phone, Security, Internet etc)
  • Ensure that all office utility bills, subscriptions and office rent
    are paid on time in liaison with the HR & Admin. Officer
  • Ensure that all subscriptions(email, internet) and other service
    contracts (photocopier and other machinery servicing contracts) are
    renewed in a timely manner in liaison with the IT Manager
  • Under the supervision of the Senior HR & Administration Officer,
    compile and submit MTN- CUG telephone numbers by the 20th of every monthly
  • Prepare monthly utility reports and submit timely to the Senior HR
    & Admin. Officer or designate
Events Management
(Conference / Meetings) and Travels (in-Country) Management
  • Work in liaison with the focal person on the personnel committee,
    coordinate monthly staff meetings and ensure efficient distribution of
    minutes, workshops, seminars and conferences for the country office
  • Ensure that support is provided in a timely and reliable fashion
    with travel arrangements, conference venue bookings, meeting arrangements,
    accommodation booking for staff from other programs and other official
    visitors
  • Flights focal person- ensure that all the flight requests-local
    & international are actioned in an efficient manner
  • Coordinate and arrange staff parties.
  • Work in close liaison with the HR & Admin officer, monitor staff
    movement to/from the field, to conference, to trainings, etc. and provide
    weekly updates (Travel calendars) to relevant staff
  • Provide timely and proper set-up of conference rooms or venues for
    various meetings as and when.
  • Secretarial task- Ensure OADM forms/Templates are replenished and
    updated.
Support to the
Human Resource/ Administration function
  • Maintain Petty cash register and ensure petty cash reconciliation.
  • Cash projections of the Human Resources/Admin Department
  • Assist the HR/Admin department in organizing staff training
    sessions, workshops and activities
Other HR/Admin
roles
  • Read and become knowledgeable of the IRC Admin and HR Policies and
    Procedures
  • Perform other work related duties as required by the Senior Admin/HR
    Officer and SMT
Confidentiality:
  • Ensuring the non-disclosure of any information whatsoever relating
    to the practices and business of IRC acquired in the course of duty, to
    any other person or organization without authority, except in the normal
    execution of duty.


Qualifications, Skills and Experience: 
  • The applicant for the International Rescue Committee (IRC)
    Administration & HR Assistant job should hold a University studies/
    Higher education in Human Resources, Business administration or any other
    related course;
  • A minimum of two years of experience in similar position;
  • Proven skills in administration and human resources management
  • Strong organizational, interpersonal skills
  • Good administrative skills
  • Strong written and oral English communications skills
  • Excellent computer skills including MS Word, Excel, PowerPoint and
    Outlook
  • Must be able to work independently while being a strong team player;
  • Strong skills in collaboration with multi-cultural and diverse teams
  • Good team builder with excellent people skills; must be culturally
    sensitive
How to Apply:
All suitably
qualified and interested candidates should send updated CVs, cover letters and
filled application form, download
here
, clearly indicating “Admin & HR Asst – Kampala” as the subject
to: UA-IRCJobs@rescue.org (The Human Resource and Administration department,
International Rescue Committee)
Deadline: 22nd February 2019
For more of the
latest jobs, please visit http://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline




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