Uganda: Human Resource Assistant

Job Description

Human Resource Assistant

Relationship: Reports to Area Program Manager

Job Purpose: Ensure the smooth running of the office in relation to all administrative and human resources processes; ensuring that office administrative resources are used appropriately and in conformity with DRC/Donor Guidelines and policies.

Incumbent Tasks/Responsibilities

Administration

• Monitor any changes in national laws related to DRC/DDG operations, e.g. Labour Law.
• Perform general clerical duties, including photocopying, filing and mailing
• Routinely re-order office supplies
• Manage the filing, storage and security of documents, including HR files, project assets, consumables, etc.; ensure all documents are filed according to the guidelines in Operations Handbook
• Maintain a tracking system for all communications (in-coming and out-going) by receiving and forwarding to the responsible staffs, and circulating from DRC/DDG staffs to external parties.
• Chair weekly meetings and send minutes to Kampala

Human Resources

• Maintain confidential, accurate and up to date records of all staff (i.e. personnel information and management systems)
• Maintain an updated Staff Database including tracking contract dates and extensions
• Ensure staff management and follow up for the office: record staff absences, overtime, holidays, contracts, contract renewals and end of contract documents and payments, explain policies to staff and implement procedures
• Track staff leave and support Supervisors in ensuring leave planning is done
• Maintain the HR filing system, including update of all paperwork
• Prepare office payroll, tax and social insurance documentation on a monthly basis for checking and authorisation by Area Program Manager, and ensure timely payment of these
• Prepare recruitment planner to acquire authorization for every position and ensure a transparent and fair recruitment procedure in liaison with Area Manager and HR Kampala
• Prepare all casual/Volunteer contracts with guidance and support from Kampala HR and maintain records of all contract related information; and ensure those are paid on a timely basis.
• Maintain Administrative guidelines and update if procedure changes
• Ensure compliance with all DRC/Donor HR and Admin procedures and liaise with Area Manager and Kampala HR unit for support in attaining this.

Other

• Ensure that all finance/admin/HR procedures are carried out according to DRC standards and in a transparent way
• Supervise Guards, office attendant and Housekeeping staff and manage their schedules, leave planning and other HR needs
• Take initiative to ensure targets are prioritized and achieved before stated deadlines.
• Ensure that a good relations with the district authorities are fully maintained

Additional tasks

• On request perform any other additional duties assigned by the supervisors in order to allow the organization to function optimally.

Applications should be in English and include the following:

1. A cover letter (1 page) in which you explain why you are interested in the position and how you meet the qualities and qualifications criteria and salary expectations.

2. Concise and accurate CV (maximum 3 pages). The CV should include information about your qualification, relevant training courses, Work experience, name and contact details of 3 relevant references.

Please send your Cover letter, CV and Academic certificates by email toadministrator@drcuganda.orgby 5^th April 2018 5:00pm clearly indicating position name in the subject line. We thank applicants for their interest in the position however; only shortlisted candidates will be contacted.