The Ugandan Jobline

Job Title:   Human Resource and
Administration Assistant

Organisation: Alliance Forum for
Development-AFOD Uganda

Duty Station: Kampala,
Uganda

Vacancy Reference:
AFOD/EXT/38-HR /20/001

About US:

Alliance Forum for Development-AFOD Uganda is a non-profit,
non-governmental organization working with humanitarian and development
partners to address the needs of conflict affected population, rural and urban
poor communities in Uganda to address their real needs in areas of health,
nutrition, food security and livelihoods, environmental health, protection and
psychosocial support, and research.

Job Summary:  The Human Resource and Administration
Assistant is responsible for providing office support to the human resources
department by maintaining personnel files, drafting correspondence, and
performing various administrative functions; Perform various administrative
supports to the Executive Director and ensuring that the Country office and all
administrative functions are managed effectively in accordance with AFOD
procedures and regulations. 

Key Duties and Responsibilities:  

Human Resource Management Roles

·       
Organize, compile, file and update company
personnel records and documentation

·       
Preparation and distribution of pay slips

·       
Manage and update HR databases with different
information such as new hires, terminations, sick leaves, warnings, annual
leave and days off

·       
Prepare, manage and store paperwork for HR
policies and procedures

·       
Documents and tracks human resources actions by
completing forms, reports, logs, and records.

·       
Answer employees’ questions and provide
requested information

·       
Maintain schedule and coordinate calendar
activities

·       
Assist in posting job ads on careers pages and
processing received resumes; Supports human resources department by screening
applicants.

·       
Administer the reference checklists to referees
of the candidates

·       
Create reports for senior management

·       
Help organize and manage new employee
orientation, on-boarding, and training programs

·       
Accomplishes human resources department and
organization mission by completing related results as needed.

Administrative Roles

·       
Assist in the follow-up and processing of AFOD
and staff documents and information for example operating license,
registrations and permits;

·       
Coordinate all administrative and logistics
tasks with all AFOD staff in a timely and efficient manner.

·       
Responsible for organizing special events e.g.
seminars, workshops, retreat etc. 

·       
Organize and supervise the maintenance of
working stations and office space (meeting hall, public area, storeroom etc.).

·       
Assist in filing and archiving system of hard
copies and electronic copies including developing and monitoring a
correspondence system with reference structure;

·       
Regularly monitor office backup system with
support from the part-time/external IT technician;

·       
Supervise the IT management in the office like
internet, back up, anti-virus, equipment maintenance and movement; 

·       
Welcome office guests and answer all phone calls
and provide guidance for external and internal communication.

·       
Support and supervise all support staff.

·       
Take meeting minutes, filing and disseminating
minutes to all staff members

·       
Assist in procurement process in Kampala head
office and project sites; e.g. booking tickets, hotels, purchasing, management
of office monthly bills etc.

·       
Supervise and monitor inventory of office;

·       
Supervise and monitor fuel supply and usage,
vehicle and motorcycle mileage, generator log book etc

·       
Supervise and monitor all contracts (Asset
insurances, office lease contracts);

·       
Assist in gathering information for providing
security updates to all staff in the head office and field offices

Qualifications, Skills and Experience:

·       
The applicant should preferably hold a
bachelor’s degree in human resources, SWASA, Public Administration, Management
or similar relevant field

·       
At least two years of working experience in a
similar role

·       
Familiarity with labor laws

·       
Experience with recruitment

·       
Excellent communications and interpersonal
skills

·       
Demonstrated computer skills in Microsoft Office
Suite applications including Word, Excel, PowerPoint, and Outlook

·       
Presentation skills

·       
Administrative writing and reporting skills

·       
Excellent organizational and time-management
skills

·       
Act as a reliable and supportive team member

·       
Very good listening, spoken and written command
of English

·       
Behavioral: 
Emotional intelligence, tolerance, politeness, diligence, patience and
Result and teamwork oriented, Positive attitude, possess cultural and political
awareness and sensitivity and Demonstrate flexibility, consistency and sound
work ethics.

How to Apply:

All candidates should submit their applications via email to
recruitments_ug@afodi.org clearly stating the position, vacancy reference and
location in the subject or by hand delivery to Kampala Head Office on Plot 17
Charles Lwanga Road Ntinda, Adjumani Field Office on Kelvin road, the AFOD Moyo
Office and Palorinya Base Camp, addressed to the Human Resource Officer.
Include a cover letter clearly stating the position, vacancy reference, and
location, CV (with 3 referees), copies of the academic
qualifications/certificates. The email attachment should be a single PDF
document including the cover letter, CV and academic documents.

Deadline: Friday 6th
March 2020 at 5:00 pm.

NB: Only
short-listed candidates will be contacted by AFOD Uganda. Qualified female
candidates are strongly encouraged to apply.

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