Administration & HR Assistant (Kampala) 378 views5 applications

JOB OVERVIEW/SUMMARY

Reporting to the Senior HR & Admin Officer, the Admin & HR Assistant is responsible for providing support for day-to-day administrative requirements, functions and general office management of the IRC Kampala office.

SPECIFIC RESPONSIBILITIES:

Front Office Management

• Ensure that reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to
• Ensure that all incoming communications(telephone calls, letters, email etc.) are responded to professionally and reliably passed on to the appropriate person(s)
• Ensure that the mails are collected from the post office on a regular interval and ensure timely distribution of mail/messages
• Ensuring that the office environment is clean, well-organized and attractive and that break tea is provided to a high standard of quality and hygiene
• Ensure that Office equipment is switched off accordingly and the premises securely closed.

Utility Management (Electricity, Water, Garbage, Phone, Security, Internet etc)

• Ensure that all office utility bills, subscriptions and office rent are paid on time in liaison with the HR & Admin. Officer
• Ensure that all subscriptions(email, internet) and other service contracts (photocopier and other machinery servicing contracts) are renewed in a timely manner in liaison with the IT Manager
• Under the supervision of the Senior HR & Administration Officer, compile and submit MTN- CUG telephone numbers by the 20^th of every monthly
• Prepare monthly utility reports and submit timely to the Senior HR & Admin. Officer or designate

Events Management (Conference / Meetings) and Travels (in-Country) Management**

• In liaison with the focal person on the personnel committee, coordinate monthly staff meetings and ensure efficient distribution of minutes, workshops, seminars and conferences for the country office
• Ensure that support is provided in a timely and reliable fashion with travel arrangements, conference venue bookings, meeting arrangements, accommodation booking for staff from other programs and other official visitors
• Flights focal person- ensure that all the flight requests-local & international are actioned in an efficient manner
• Coordinate and arrange staff parties.
• In Liaison with the HR & Admin officer, monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staff
• Provide timely and proper set-up of conference rooms or venues for various meetings as and when.
• Secretarial task– Ensure OADM forms/Templates are replenished and updated.

Support to the Human Resource/ Administration function

• Maintain Petty cash register and ensure petty cash reconciliation.
• Cash projections of the Human Resources/Admin Department
• Assist the HR/Admin department in organizing staff training sessions, workshops and activities

Other HR/Admin roles

• Read and become knowledgeable of the IRC Admin and HR Policies and Procedures
• Perform other work related duties as required by the Senior Admin/HR Officer and SMT

Confidentiality:

Ensuring the non-disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.

Note: – The role of the Admin & HR Assistant cannot be limited to the specific duties and tasks detailed herein. The success of the IRC’s humanitarian mission is the highest priority and all issues which arise must be addressed accordingly. Therefore, S/he will be required to manage all unforeseen issues and circumstances and remain flexible to perform any other duties, as and when required.

REQUIREMENTS/ QUALIFICATIONS:

Education

· University studies/ Higher education in Human Resources, Business administration or any other related course;

Experience

· At least 2 years of experience in similar position;

Skills and Abilities

· 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