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Job Title:   HR and Administration Officer

Organisation: Danish Refugee Council (DRC)

Duty Station:  Kampala, Uganda

Reports to: Head of Support Services

About US:

The Danish Refugee Council (DRC) is a private, independent, humanitarian organization working on all aspects of the refugee cause in more than 36 countries throughout the world. The aim of DRC is to protect refugees and internally displaced persons (IDPs) against persecution and to promote durable solutions to the problems of forced migration, on the basis of humanitarian principles and human rights. DRC works in accordance with the UN Conventions on Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief.

Job Summary:  The HR and Administration Officer will be responsible for providing professional, quality and service-oriented HR and admin support to a portfolio of DRC’s country operations, working with senior field managers and our regional and country-based HR and admin colleagues in streamlining the country Programme.

Key Duties and Responsibilities:

Recruitment

• To maintain an updated recruitment tracker for the entire country program and shares with the HR and Administration Coordinator at the end of every week.
• Responsible for receiving, processing and filing recruitment requests upon approval
• Responsible for displaying job advertisements on different advertising platforms
• Alerts hiring managers when vacancies close and shares applications received by email
• Prepares longlists for hiring managers whenever required
• Receives shortlists from HR focal persons and processes them with the Human Resource and Administration Coordinator.
• Sends shortlisted candidates invites to interviews according to the schedule agreed upon with the hiring manager
• Assists hiring managers in interviews processes (prepares interview space, assists with printing interview guides and compiles interview summaries)
• Receives interview results from field HR focal persons and or Hiring manager and processes them with HR and Administration Coordinator.
• Sends out reference checks
• Drafts and issues letters of offer to be signed by the Country Director
• Sends out regrets to unsuccessful candidates
• Completion of recruitment files and storage

Contracts

• Submission of the staff list on a monthly basis
• Prepares Employment contracts/amendments and end of employment contract notices
• Attend to all staff contract related queries
• Issue out offer letters to contracting point

Administration

• Issue all HR forms, coordinate receipt of HR forms from field offices and file them accordingly.
• Process staff identity cards, issuance of staff uniforms accordingly
• Preparation of Certificate of Service for exiting staff
• Perform general clerical duties including photocopying, filling and mailing.
• Manage the safety and systematic filing of all employee’s files, records and related documents.
• Prepare monthly payroll for DRC staff using the Memory software and for casual workers.
• Processing all HR related payments e.g. as Medical Insurance, work permits, Workman compensation, Staff IDs etc.
• Prepare the Payments tracker to be submitted on monthly basis.
• Processing of expatriate visas and dependent passes
• Travel/flight bookings as well as accommodation.

DRC Dynamics

• Data entry of critical staff information in DRC dynamics i.e. Hiring staff, Assigning Leave plans, Compensation and Benefits, creating staff as vendors in the system, firing staff, creating positions, Time sheet deviations, creating financial dimensions etc.

Leave Management

• Leave tracking for national staff address
• Respond to inquiries pertaining to annual leave, study, maternity, compassionate leave etc.
• Update leaves in DRC dynamics
• Guide and train staff on leave issues related to dynamics system

Orientation

• Coordinates the onboarding process of national staff this includes ensuring working tools are in place.
• Follow ups on field orientation and onboarding compliance.
• In consultation with briefers, prepares all briefing schedules for all new recruits based in Kampala and also follow up to ensure that all new staff have been fully oriented

Staff welfare

• Medical insurance scheme management and addressing all grievances pertaining to this.
• Handles all workman’s compensation related, cases logging with service provider, staff claims, ensure follow up with the provider on any queries etc.

Exit Management

• Coordinates submission of Exit interview and clearance forms and return/handover of tools of trade in liaison with the HR focal persons.
• Handle all related exit and clearance staff
• Ensure terminal benefits are paid to the exiting staff after due clearance.

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Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Human Resource Management, Psychology or related field.
• Post graduate qualification in relevant field is added advantage
• Member of the Human Resource Association is added advantage
• At least four (4) years of experience in a busy HR department in INGO setting
• Strong competence in English literacy
• Proven skills in computer programs (Word, Excel; minimum)
• Strong interpersonal and communication skills
• Proven commitment to accountable practices.
• Knowledge of working in challenging environments.
• Proven ability to manage large varied workloads and deal constructively with stress and periods with long hours.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision
• Proactive, stable and robust character and a good team player.
• Excellent communication skills, calm and a good sense of humor.
• Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels.
• Languages: Fluent in English

How to Apply:

All suitably qualified and interested applicants should apply online at the link below.

Click Here

Deadline: 9^th December 2022

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