About US:

The International Rescue Committee helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. It was created by Albert Einstein more than 80 years and has been working in Uganda since 1998. It has particularly working in the conflict zones where tens of thousands of people have been kills and over 1.6 million displaced. Following a peace agreement in 2006, Ugandans are returning home and looking to rebuild their lives. The IRC is there to protect women and children from violence and exploitation by fostering a safe environment and encouraging education, and is supporting farmers and small businesses, and helping communities promote peace and long-term development.

Job Summary:

The HR/Admin Assistant is responsible for providing support for day-to-day administrative requirements, functions, and general office management of the IRC Kiryandongo office.

Key Duties and Responsibilities:

• 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 officer
• Under the supervision of the HR/ Administration Officer, compile and submit MTN- CUG telephone numbers by the 20th of every monthly
• Prepare monthly utility reports and submit timely to the 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.
• In Liaison with the Administrative/HR Officer, monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates to relevant staff.
• 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 department in organizing staff training sessions, workshops and activities
• Read and become knowledgeable of the IRC Admin and HR Policies and Procedures
• Perform other work-related duties as required by the Admin/HR Officer

Qualifications, Skills and Experience:

• The ideal applicant must hold a University studies in Business Administration, Secretarial Studies, or any other related course.
• At least 2 years of experience in similar position
• Proven skills in administration and 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.

Submit your CV and Application on Company Website : Click Here

Closing Date : 30th June 2020