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Job Title:  HR & Administration Assistant

Organisation : International Rescue Committee

Duty Station:
Uganda

Reports to: 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
HR/Admin Assistant is responsible for providing support for day-to-day
administrative requirements, functions, and general office management of the
IRC Kiryandongo office.

Key Duties and Responsibilities: 

·       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
officer

·       Under the supervision of the 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 HR & Admin. Officer or designate

·       Events Management (Conference/Meetings) and
Travels (in-Country) Management

·       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.

·       In 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.

·       In Liaison with the Administrative/HR
Officer, monitor staff movement to/from the field, to conference, to trainings,
etc. and provide weekly updates to relevant staff.

·       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 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 Admin/HR Officer

Qualifications, Skills and Experience:

·       The ideal applicant must hold a University
studies in Business Administration, Secretarial Studies, or any other related
course.

·       At least 2 years of experience in similar
position

·       Proven skills in administration and
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

·       A team builder with excellent people skills;
must be culturally sensitive.

How to Apply:

All suitably
qualified and interested candidates are encouraged to apply online at the link
below.

Click
Here

Deadline:  30^th
June 2020

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