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Job Title:   Senior Human Resource & Administration Officer, (SHR / AO)

Organisation: International Lifeline Fund (ILF)

Duty Station:  Lira, Uganda

Reports to: Country Director, (CD)

About US:

International Lifeline Fund is a non-profit international humanitarian organization with its head office in Washington D.C and a local presence in Sub-Saharan Africa, as we continue to expand to other countries in Africa, including Haiti in the Caribbean Islands where we have impacted thousands of lives through our work. Our team works with local partners and communities to improve the quality of life of the underprivileged by exponentially expanding access to clean water and energy solutions. We strive for a world in which no one suffers from a lack of access to clean water and energy. Lifeline works in two sectors: Energy and Water, Sanitation and Hygiene (WASH) in both the development and humanitarian contexts.

Job Summary:  Under the supervision of the Country Director (CD), The Senior Human Resource & Administrative Officer (SHR/AO) will coordinate the routine functions of HR and Administration including hiring and interviewing candidates, supporting pay, benefits, leave, and enforcing organizational policies and practices in accordance with International Lifeline Fund, (Lifeline) standard of operations. The SHR/AO will participate in maintaining and reviewing all administrative and human resources systems and procedures.

Key Duties and Responsibilities:

Human Resource Administration

• Enhance Lifeline’s human resources by coordinating with the hiring managers, preparing Job descriptions, posting adverts, establishing a recruitment process, assist all employee induction programs, assessment programs, conducting and analyzing exit interviews.
• Provide administrative support to organizational development.
• Assist with preparation of HR metric data reports as required.
• Ensure the staff rules and regulations are applied, respected and are compliant with the statutory legislation. S/he will be liaison between Lifeline and the local labor office.
• Support in disseminating and implementing policies, procedures, and Uganda labor laws to all staff.
• Timely recording of employee data, payroll execution, records, headcount, and benefits, ensuring monthly trackers and reviews are implemented. Ensure an accurate/timely database accessible to senior leadership in SharePoint.
• Coordinate the performance review process.
• Manage and ensure that all staff, volunteers, and consultants effectively receive orientation and onboarding materials. Liaison with leadership to ensure orientation is up to date.
• Actively promote safeguarding and protection from harassment, bullying and sexual misconduct in the workplace.
• Electronically and manually manage and archive personnel files so it is easily accessible especially during audits.
• Work with line managers to promote staff development.
• Timely plan and monitor all staff leave in collaboration with the line managers.

Finance Administration

• Collaborate with the Finance team to update new employee information and maintenance to the Payroll unit.
• Manage HR data, administration, and payroll system, providing staff and managers with the essential reports to support decision making.
• Co-sign checks and bank transfers.

Office Administration

• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Ensure tidiness of office and required repairs & maintenance work is conducted timely.
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Ensure appropriate trackers are in place for timely renewals and terminations of leases, contracts, and related services.
• Implement an effective management system for office and residential facilities maintenance, cleanness, and occupancy.
• Organizing and coordinating organization travel and reservations as needed.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Review and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees, following up on work results.
• Perform any other task assigned by the supervisor.

Planning and Reporting

• Report on a regular basis to the CD to ensure coordination, linkages, and collaborations between all areas of work carried out by Lifeline.
• Submit monthly report on HR/ Administration activities.

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Qualifications, Skills and Experience:

• The applicant must hold a University degree in business administration, HR, social studies, or relevant field; further relevant training will be a plus
• Proven experience as HR officer, Administrator, or other HR position.
• At least five years of experience, three of them working within an INGO context in Uganda.
• Knowledge of HR functions (pay & benefits, recruitment, training & development etc.).
• Understanding of Uganda labour laws and disciplinary procedures.
• Proficient in MS Office including MS Word and Excel; knowledge of SharePoint is a plus.
• Outstanding organizational and time-management abilities.
• Excellent communication and interpersonal skills.
• Problem-solving and decision-making aptitude.
• Strong ethics and reliability.
• Team player.
• Effective communication skills in English both orally and in writing, knowledge of Lango language is an advantage.

How to Apply:

To apply, please submit your Cover letter, Resume with four referrers, academic credentials as one PDF file to HR@lifelinefund.org

Deadline: 15th May 2023.

NB: Please note that only shortlisted applicants will be contacted. Any kind of lobbying will lead to automatic disqualification.

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