Under the direct supervision of the Sen. HR & Admin. Officer, the HR & Admin. Officer supports the affairs related to the day to day running of the IRC Kampala office, providing key support on all HR functions. The HR & Admin. Officer will support in the human resources activities including recruitment and orientation, personnel files, staff benefits and insurance schemes and payroll.

Duties and Responsibilities

Recruitment and On-boarding

• Initiate and coordinate the recruitment requests and follow through on hiring procedures in line with the policy.
• Prepare and post job advertisements for vacant positions in appropriate channels and ensure wide and appropriate distribution, this includes e-filing of application and sending out HR communications.
• Maintain a recruitment resource database (CVs).
• Maintain an organized recruitment resource database and weekly update the recruitment status report and send it to all managers on a weekly basis.
• Organize interviews and follow through on hiring procedures in line with the IRC policy.
• Liaise with hiring managers to ensure new staff are oriented upon hire at the IRC office. Includes providing pre-assignment information, orienting employee to the IRC Way in the office.

Contract Management

• Preparing and track offer letters and employment contracts.
• Prepare CoS (Change of Status) forms as required and draft /track Staff Contracts, termination forms/notifications.
• Ensure internal equity is maintained for staff compensation and benefits and advice programs leads accordingly.
• Ensure staff understands their benefits package and lead an effective administration of the benefits.
• Maintain accurate and up to date personnel records of all employees including orderly archiving.
• Ensure the IRC way violations are captured, reported, and followed through on a monthly basis.

HRIS Support

• Support the management of IRC Uganda’s HRIS system and ensuring that it is accurate and maintained up to date.
• Support the maintenance of talent acquisition and management processes in Cornerstone and the HRIS as assigned, to ensure 100% data integrity.
• Act as a point of contact for Cornerstone enquiries
• Capacity building employees & management, in the use of Cornerstone and the HRIS.
• Support Payroll process for staff, as required.

Performance Management

• Coordinate timely performance appraisals and maintain an updated PME database for all staff in coordination with the field HR leads.
• Ensure that performance evaluations for staff are conducted on time and review all evaluations to ensure quality and consistency.
• Collate training needs from the PME and ensure that they are captured in the Annual learning and development plan.

Health Insurance management

• Coordinate the national staff health insurance scheme ensuring timely and accurate reports from the service provider.
• Ensure staff and eligible dependents are registered on to the medical insurance scheme, monitor staff medical coverage and ensure that the scheme is functioning well.
• Liaise with the health service provider to resolve any issues with the services.
• Follow up on all medical insurance matters for staff including adding and deleting staff to/from the employer’s liability and the medical and hospitalization insurance policy schemes as well as follow up on payments and claims.

Exit Management

• Process and track termination paperwork for all staff including preparation of termination notice letters in relation to closing grants and restructuring.
• Work closely with supervisors to ensure exit interviews are offered to all staff and data is captured in the online exit survey to ensure a learning and reflective culture.
• Ensure that staff are removed from the Health Insurance scheme and GPA schemes accordingly.
• Develop and maintain reports to update and finalize terminal benefits.
• Perform other duties as needed or requested.

Key Working Relationships

External: Ministry of Labour, Social Welfare and Health, NGO’s, Communication & Utility Companies, Hotel/Guesthouse owners, IRC Legal representatives, Newspapers and radio media.

Internal: HR & Admin. Manager, SMT, Finance, Supply Chain and Program Departments.

Qualifications

• Bachelor’s degree in Human Resources, Business Administration, or any other related course.
• 3 years of relevant professional experience in human resources.
• Strong knowledge and experience of HRISs, and supporting others to use HRIS.
• Extensive knowledge and experience of managing a payroll, preferably for more than 400 employees.
• Previous experience working with an international NGO in a cross-cultural setting, preferably in the HR sector.
• Previous experience in using ProMISE HRMIS is an advantage.
• Strong experience in a human resource support role.
• Ability to analyze 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.
• Organized and methodical and with good attention to detail
• Willingness and ability to work within a multi-site, international organization.
• 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.