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Thursday, April 26, 2018

Human Resources and Administration Officer Job at Relief International (RI) - Career Opportunity in Uganda

Vacancy title:
Human Resources and Administration Officer

Jobs at:
Relief International (RI)

Deadline of this Job:
3rd May 2018

Duty Station:

Relief International is an international nonprofit organization whose sole mission is to reduce human suffering. We respond to natural disasters, humanitarian emergencies and chronic poverty. Relief International combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships, and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them.
Job Summary: The Human Resources and Administration Officer is responsible for ensuring the day to day HR functions are performed in accordance with RI policies and procedures and HR/ Admin best practice and to provide direct advice and guidance to Program Managers and staff on HR/ Admin policies and procedures. The HR/Admin Officer may depending on the programme structure supervise the HR/ Admin Assistant, cleaners and any other staff supporting the HR/Admin function to ensure they carry out their responsibilities efficiently and effectively.
Key Duties and Responsibilities:
HR Strategy:
  • Oversee the regular review and roll out of HR policies, employment policies and procedures in compliance to RI’s standards and evolving national labor law.
  • In collaboration with the Country Director, assist in the development of staffing and recruitment plan to ensure that each team is staffed appropriately, according to need and funding availability, in an efficient and timely manner.
  • Support CD in identifying HR gaps and ensure that RI staff are motivated.
  • Ensure staff hiring is conducted efficiently and in compliance with RI’s policies and national labor law.
  • Ensure a high quality, transparent, timely and efficient recruitment process.
  • Determine salaries for selected candidates based on the salary scales
  • Ensure pre-employment requirements are submitted and personnel files with documentation according to HR checklist is opened for new staff and completed on a timely basis.
  • Ensure that all staff have undergone orientation and induction at Country office including International staff.
  • Support the CD in processing of Visas and work permits for visitors and International staff as and when required.
    Compensation and benefits
  • Ensure the timely and efficient payroll preparation for accurate data on grant code, number of days, benefits.
  • In close coordination with Finance, ensure all staff fill timesheets correctly and they are submitted on a monthly basis as part of the payroll package.
  •  Ensure the proper utilization and accurate tracking of all types of leave.
  • Oversee the periodic salary review and analysis, and review and revision of new salary structure, as appropriate.
    Employee Relations
  • Ensure the timely processing of new contracts, contract extensions, staff transfers, promotions and other change of status/ personnel changes.
  • Manage processes related to disciplinary actions, staff separation, and termination.
  • Respond to employee related queries and provide answers to all HR related inquiries and requests.
  • Keep HR Manual updated and constantly communicate it, along with other HR policies to staff.
  •  Provide day-to-day advice to the programme teams, around interpretation and implementing HR policies, and procedures in order to ensure consistency.
  • Make sure that employees’ files are auditable at all times as per RI standards and any relevant donors’ requirements.
  • Working with CD and County Finance teams, support internal and external Audits by ensure necessary documents are updated, scanned where required and submitted as needed.
    Performance Management System: RI Excel
  • Provide training and ensure new hires and current staff complete the training on RI Excel and understand the goal setting process well.
  • Oversee the monthly utilization of RI Excel reporting and offer support to staff where needed.
  • Monitor the evaluation process at all stages and ensure that employees and supervisors complete the review process in a timely manner.
  • Act as training administrators and ensure that training goals for employees are monitored on RI Excel.
  • Provide guidance to supervisors as they complete evaluations, help supervisors find effective coaching methods that work for specific issues including identifying areas of poor performance and assisting supervisors to establish plans for improving performance (PIPs), be present during review meetings when necessary.
  • Provide ongoing support to RI Excel users including responding to various inquiries raised by different employees, clarifying the appraisal forms, methodology etc.
    Training and Development
    Capacity building
  • Ensure National staff are aware of all HR policies, rules and regulations by conducting sessions for new staff and organizing for refresher sessions for all staff from time to time.
  • Organize learning and development opportunities in coordination with CD for staff to achieve programme goals
  • Conduct Training needs analysis (TNAS) within the programme and support staff in identification of suitable internal/external trainings in close consultation with the CD and LMs from time to time.
  • Provide training, support and advice on performance management and staff development plans and ensure reviews are conducted when and required as per the RI policy and procedure.
  •  Verify that Project Training Funds are used to cover legitimate National staff development and talent management expenses, that funds are used effectively, and follow up to make sure training has been provided and the employee has completed the training successfully.
  • Encourage Managers and Directors to provide “Power Hour” training to their staff. Subject Matter Experts are asked to present content in an hour long session focusing on specific operational or technical subjects relevant to the program or project or related to current organizational or country/departmental needs.
  • Participate in forums relating to Human Resources including internal HR meetings and feedback to management on best practices, HR trends in country and at global level.
    Administration of the Learning Management system: RI Academy
  • Responsible for the registration, course enrollment and account closure, for all staff who have an email address, some English language capacity and access to the internet.
  • Work with the Manager/Supervisor and the employee to find relevant courses on the RI Academy’s LMS, or through INGO or other professional organizations or find courses locally (provided through an institute or a college) and consult with the RHRM for assistance in identifying learning and development opportunities based on the training and professional development goals identified in RI Excel.
  • On monthly basis, report the names and courses taken outside LMS.
    Administration responsibilities:
  • Management of office premises- supervision of the office cleaners and cook to ensure highest standards of cleanliness in an efficient and effective manner.
  • Coordinate the logistical arrangements of meetings/workshops/ conferences and in country travel for staff and visitors by coordinating travel and accommodation arrangement including flight bookings and visas for teams and follow up paper
  • In collaboration with Logistics manage office environment and equipment to ensure a safe and effective office.
  • prepare a variety of correspondence, reports, forms, proposals, concept papers, etc. using prescribed formats and assuring that such documentation is correct in form and style. Craft and deliver both written and verbal presentations as required within the job remit.
  • Support other staff by providing advice and guidance in handling organizational and administrative tasks for which the office is responsible for; this includes office systems and procedures to expedite work flow.
  • May Represent the Office at internal and external audiences by providing information, handling routine inquiries directly or by delegating to departments and following up
Qualifications, Skills and Experience:
  • The ideal candidate for the Relief International Human Resources and Administration officer should preferably hold a degree with professional qualification in HR.
  • Five years of continuous practice in a similar position, with at least 1 year in an HR supervisory/management position.
  • Experience in developing and implementing HR policies, procedures and systems.
    Proficient in IT - Word, Excel, PowerPoint, Outlook and HRIS( Human resources Information Systems) South Sudan/ local employment law.
  • Direct experience of organizing emergency/large scale recruitments.
  • INGO experience is strongly preferred.
  • Ability to prioritize and deal with competing demands.
  • Previous experience of staff supervision and capacity building.
  • Fluent spoken and written English.
  • Excellent organizational, interpersonal and communication skills.
  • A team builder with excellent people skills; culturally sensitive and has the ability and interest to identify and work with a multicultural team.
Job application procedure
The applicant must send an application which must include:
  • Curriculum Vitae (CV)
  • Letter of Interest (application cover letter)
  • Photocopies of documents showing your credentials/qualifications for this position, if applicable
Address your application to: Country Director, Uganda
Please drop your applications in a sealed envelope, stating the position you are applying for to:
Relief International Office, Vura Madulu, Moyo Town Council, P.O Box 152
Or at;
Itula Sub County,
Dongo Center Relief International Compound.
Email to:  (you must indicate the position in the subject line of email)