The Ugandan Jobline

• 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.

• 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

• 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.

• 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

• 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

• 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.

• 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

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