Uganda: Senior HR Admin Manager

JOB OVERVIEW/SUMMARY

The Senior HR/Admin Manager is responsible for ensuring that the day-to-day HR functions are performed in accordance with IRC policies, procedures and HR best practices and for providing advice and guidance to Coordinators and staff on HR policies and procedures.

Under the supervision of Senior West Nile Field Coordinator and in close collaboration with the HR lead in Kampala, is responsible to provide effective and efficient HR services to the programs, optimize the HR functions, supervise and mentor the HR/Admin team in West Nile. The Senior HR/Admin Manager will represent the Organization for HR related matters with partners.

SPECIFIC RESPONSIBILITIES:

1.HUMAN RESOURCES MANAGEMENT

Organizational Development

· Under the guidance of the HR Lead in Kampala, implement the HR commitments in the Country Program SAP.

· In coordination with the HR lead in Kampala, lead the change Management process for West Nile field offices.

· Monitor the IRC Core Values (IRC Way) that these are systematically communicated to all staff (new and existing staff).

· Coordinate Organizational development initiatives (MDP, GHROPP, etc.) are effectively implemented in West Nile the field offices

· Participate actively and advise consistently on the West Nile Field Offices organizational structure review

· Participate actively in the review of existing HR/Admin policies and procedures.

· Maintain a thorough knowledge and understanding of Uganda Labor Act and regulations, IRC Uganda National Staff policies and ensuring compliance and consistent application.

Talent acquisition, management and staff development

· In coordination with Sectors leads, coordinate the West Nile Field offices workforce planning as per IRC standards.

· Lead transparent recruitment processes in the West Nile Field Offices and monitor that all sectors comply with recruitment related policies and procedures including and not limited to advertisement of positions, consistent documentation of the recruitment process (interviews notes, reference check, ATC check, etc.).

· Coordinate and facilitate the integration/transition processes to assure new and transferred staff in West Nile field offices receive an effective onboarding.

· Coordinate the IRC Performance Management Program is effectively implemented by providing regular trainings on performance management, objectives setting, monitoring and coaching, performance review process, etc.

· Lead and facilitate required activities for staff development and career planning by providing sufficient information and guidance to staff on existing staff development resources like IRC Learning portal, eCornell, etc.

· Support supervisors and employees in their development and career plans design and implementation.

Compensation and Benefits ;

· Maintain internal equity for staff compensation and benefits and advice programs leads accordingly.

· Train staff to understand their benefits package and lead an effective administration of the benefits.

· Actively participate on the salary review process by providing sufficient information to the HR lead.

· Lead and review the timely preparation of payroll information for West Nile field offices to be submitted to the main HR office in Kampala.

· Monitor that all staff and dependents are registered to the medical insurance coverage and that coverage is functioning well.

Staff wellfare/wellbeing :

· Advise Senior Management Team in the field on improvements to staff wellness and psychosocial wellbeing arrangements, such as reduction of working hours, opportunities for rest and recreation, supportive management, etc.

· Lead team building activities in West Nile Field offices on a regular basis (ideally quarterly).

· Maintain hygiene practices in IRC field bases, offices, residences and vehicles are being respected and medical kits (first aid kits) are present and stocked.

· Provide advice to staff about how to access health care in case of illness.

· Offer confidential support to staff members in psychosocial distress and direct them towards IRC psychological counseling service.

· Communicate daily with IRC designated health care provider to review any cases of life-threatening illness among staff and troubleshoot any specific staff health issues that cannot be resolved by the care provider.

Staff Administration

· Maintain a consistent filing system and confidentiality of the HR information is guaranteed.

· Monitor that staff files are updated on a real time basis.

· Monitor the tracking of timesheets and maintain an updated list.

· Monitor that all HR databases are regularly updated (staff list, leave tracking, contract tracking, etc.)

· Monitor that all the exit processes are in compliance with the IRC's policy and local legislation.

Employee Relations:

· Facilitate employee relations resolution based on local laws and IRC standards;

· Facilitate relationships between labor/social services and IRS staff.

· Manage employee relations and discipline in accordance with the IRC's policy and local law.

Employee terminations/Separation

· In collaboration with function coordinators and managers, ensure all termination documentation is. completed before being forwarded to HR Lead for review.

· Develop and maintain reports to update and finalize terminal benefits.

2. GENERAL ADMINISTRATION

· Monitor rental agreements for offices and housing.

· Manage and monitor all IRC offices and homes acquisitions, administration, maintenance in West Nile.

· Lead the signature, monitoring, renewal and termination of contracts and payments with suppliers, service providers, and lessors.

· Coordinate and facilitate travel documents processes in coordination with Kampala (visa, ticket, etc.)

· Maintain proper records for all correspondences.

· Maintain compliance of administrative policies and procedures with IRC standards and local law in West Nile Field Office.

3. REPORTING

· Compile West Nile Field Office strategic HR metrics information and share with the HR lead.

· Review and submit weekly and monthly recruitment reports.

· Review and submit monthly staff leave accrual.

· Review and submit monthly renewal and termination of contracts.

· Review and submit payments with suppliers, service providers (lessors, hotels).

· Review and share with relevant staff, the accommodation tracking sheet.

Send CV and cover letter clearly indicating the position applied for as the subject to: UA-IRCJobs@Rescue.org (The Human Resource and Administration department, International Rescue Committee) Deadline**: COB December 15, 2017**. Only shortlisted candidates will be contacted. Whilst all applications will be assessed strictly on their individual merits, qualified women are especially encouraged to apply. IRC is an equal opportunity Employer.