HR and Administration Assistant job at International Rescue Committee

International Rescue Committee

HR and Administration Assistant job Post

Location: Jobs in Uganda 2023 - 2024

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 30 November 2023

Hiring Organization: International Rescue Committee

Job Details:

SCOPE OF WORK:
Reporting to the HR/Admin Officer-Urban, the HR and Admin Assistant is responsible for providing support for day-to-day HR and administrative requirements, functions, and general office management of the IRC Urban Office.

Responsibilities
Human Resources
• Support recruitment exercise including coordinating candidates’ invitations for interview, creation of new staff personnel files, supporting in the induction processes.
• Update the existing personal files, ensuring that they all have the necessary information both manually and electronically.
• Provide support to staff, follow up and report any issues staff are facing with the medical service providers.

Administration
• Maintain reception area and all common areas in a clean and tidy manner at all times.
• Attending the office telephone, e-mail in a professional manner and ensure timely distribution of mail/messages.
• Liaises with Supply Chain, assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services.
• Ensure mail pouches to other IRC Offices are dispatched in a timely manner.
• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc.) including telephone bills.
• Under the supervision of HR and Admin officer, prepare monthly cash projections for the Human Resources/Admin Department.
• Under the supervision of the HR & Admin Officer, compile and submit MTN-CUG telephone numbers every month.
• Liaise with external staff to schedule and organize in-house and external events.
• Assist the HR department in organizing staff training sessions, workshops and activities.
• Support with accommodation booking for guests, track visitors to your field site and prepare payments.
• Perform other duties as needed or requested by the HR /Admin Officer or the HR Manager / Coordinator.

Qualifications
• University studies/ Higher education in Human Resources, Business administration or any other related course.
• At least 2 years of experience in similar position.
• Proven skills in administration and human resources management.
• Strong organizational, interpersonal skills.
• Good administrative skills.
• Strong written and oral English communications skills.
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook.
• Must be able to work independently while being a strong team player.
• Strong skills in collaboration with multi-cultural and diverse teams.
• A team builder with excellent people skills; must be culturally sensitive.

Skills and Abilities:
• Ability to analyse and interpret numerical data and processes.
• Ability to maintain the highest degree of discretion and confidentiality of HR information.
• Ability to use judgement to determine when to deal with a query to conclusion or when to pass to another member of the team.
• Organised and methodical and with good attention to detail
• Willingness and ability to work within a multi-site, international organisation.
• Customer focused with good interpersonal skills.
• Ability to work on own initiative with limited supervision.
• Ability to deal with ambiguity and work towards a resolution.
• Excellent written and verbal communication skills
• Excellent Microsoft Office packages - Word, Excel, and Outlook.
• Able to coach and support others.