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Job Title: Administration Assistant (Fresher Job Opportunities)

Organisation: Action Against Hunger-USA

Duty Station:  Uganda

About US:

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in over 40 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages operations in 8 countries: Kenya, South Sudan, Cambodia, Tanzania, Uganda, Ethiopia, Haiti and Somalia. Action Against Hunger-USA has over $75 million in programs, and approximately 2000 staff based in in the various country offices, Head Quarter in New York City and Operational Centre in Nairobi. Additional growth is anticipated.

Job Summary: The Administrative Assistant Position is responsible for human resources management, ensure respect and proper implementation of staff regulations, rules and procedures at base level.

Key Duties and Responsibilities:

Implementation of HR Regulations and Procedures:

• Ensure implementation and respect of Action Against Hunger staff regulations at the base, make sure they are well understood plus ensuring that all grievances are first discussed with the Field/Deputy Coordinator, the staff’s direct supervisor and after reported to the HR Coordinator on time.
• Monitor the implementation of the staff regulations, and other HR related policies and procedures and support to the Field based staff and managers on a wide range of polices.
• Share and ensure that all staff at the base have read and fully understand the risk management policies, code of conduct, and whistle blower’s policy at the field.
• Organize quarterly general staff meetings as per staff regulations with the staff representatives with Participation of Deputy Field Coordinator and share minutes with Field/Deputy Coordinator and HR coordinator.

Pay roll and administration of benefits at the Base

• Share information with the Capital office to help in Preparation of the monthly salary database and share with the Assistant HRCO at Kampala for review and validation through Field/Deputy Coordinator for validation in conjunction with HR coordinator and Finance Coordinator
• Share information with the Capital office to help in Preparation of remittance and Filing PAYE, NSSF & LST in the specified periods ensuring that all statutory obligations are submitted in time as required by government.
• Report and follow up staff accidents at the field office ensure that communication to the service provider is done in time and proper documentations including accident reports are submitted in time.
• Prepare staff identity request forms with needed photos to facilitate the process of acquiring identity cards for staff at the field office.
• Provide a complete list of staff and their dependents for medical coverage schemes. He/she must ensure that names of dependants for medical are supported with authentic documentations.
• Update monthly HR cash forecast for all HR related activities at the base in consultations with the PMs and HR department Kampala and Field/Deputy Coordinator.

Documentation and Contract Management at the Base

• Keep the database on staff updated: make sure all documents are in the local employees’ individual files and check that all files are complete.
• Follow up of staff contracts & appraisals, in communication with Program Managers, Field/Deputy Coordinator and HR Coordinator.
• Prepare employment contracts, job offers and send to Kampala all the documents for the employee’s personal file for validation.
• Prepare end of contracts notifications for staff whose contracts are due to end at least one month before end of the contracts.
• Follow up and update leave tracking tool for all staff at the Base ensuring that staff take leave in a manner which does not affect programme implementation.
• Ensure Daily Staff Presence Tables are updated signed off on a monthly base and copies kept in a folder.

Support Recruitment of staff

• Organize the process of recruitment with the Field/Deputy Coordinator and Program Managers and participate in all interviews at the Field level, following Action Against Hunger procedures.
• Download and pre-select all applications received for all positions to be recruited at field level applications and ensure that criteria as provided in the specifications are considered.
• Plan and schedule interviews with the Hiring Managers for all positions to be recruited ta the field.
• Compile and collect all interview documentations for each candidates ensuring that interview assessment forms are well filed and signed off by all panellist.
• Draft all adverts for positions to be launched at field level ensuring participation of Assistant HR Coordinator and Hiring Manager in validating such adverts.
• Conduct reference checks for all successful candidates for all positions interviewed at the filed.
• Lead and scheduled induction for all new staff ensuing that the three-month onboarding period is well adhered too.

Training and Development

• Coordinate all HR and other staff trainings to be done at the field ensuring attendance list for all trainings are signed and filed.
• Follow up all training reports ensuring that training reports for Field level staff are shared with HR department in Kampala
• Identify training needs for staff and plan to ensure that these training needs are well implemented through mentorship, coaching and experience sharing.

Supervision of Office Cleaner Staff

• As a direct Supervisor of the Office cleaner, ensure that she has a valid job description, organize her work, annual leave and cross check /monitor Office purchases
• Perform Evaluation for the Office Cleaner on time

Qualifications, Skills and Experience:

• The ideal applicant must hold a Bachelor’s degree in Human Resource Management, Industrial psychology, Business Administration with a bias in Human Resource Management.
• At least two years previous experience in an NGO, preferably in a similar role.
• Knowledge of HR procedures
• Excellent knowledge and use of Excel is a MUST.
• Excellent interpersonal skills (stress management and motivation).
• Demonstrated experience and/or personal commitment to promoting gender equality within the work
• Excellent organizational skills.
• Autonomous and able to take initiative.
• Able to set own deadlines and meet them.

How to Apply:

All suitably qualified candidates should apply online at the link below.

Click Here

Deadline: 18^th July 2022 by 5:00pm

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