Closing
date: 15 Dec 2017
date: 15 Dec 2017
JOB
OVERVIEW/SUMMARY
OVERVIEW/SUMMARY
The
Senior HR/Admin Manager is responsible for ensuring that the day-to-day HR
functions are performed in accordance with IRC policies, procedures and HR best
practices and for providing advice and guidance to Coordinators and staff on HR
policies and procedures.
Senior HR/Admin Manager is responsible for ensuring that the day-to-day HR
functions are performed in accordance with IRC policies, procedures and HR best
practices and for providing advice and guidance to Coordinators and staff on HR
policies and procedures.
Under
the supervision of Senior West Nile Field Coordinator and in close
collaboration with the HR lead in Kampala, is responsible to provide effective
and efficient HR services to the programs, optimize the HR functions, supervise
and mentor the HR/Admin team in West Nile. The Senior HR/Admin
the supervision of Senior West Nile Field Coordinator and in close
collaboration with the HR lead in Kampala, is responsible to provide effective
and efficient HR services to the programs, optimize the HR functions, supervise
and mentor the HR/Admin team in West Nile. The Senior HR/Admin
Manager will
represent the Organization for HR related matters with partners.
SPECIFIC
RESPONSIBILITIES:
RESPONSIBILITIES:
1. HUMAN RESOURCES
MANAGEMENT
MANAGEMENT
Organizational
Development
Development
·
Under the guidance of the HR Lead in Kampala, implement the HR commitments in
the Country Program SAP.
Under the guidance of the HR Lead in Kampala, implement the HR commitments in
the Country Program SAP.
·
In coordination with the HR lead in Kampala, lead the change Management process
for West Nile field offices.
In coordination with the HR lead in Kampala, lead the change Management process
for West Nile field offices.
·
Monitor the IRC Core Values (IRC Way) that these are systematically
communicated to all staff (new and existing staff).
Monitor the IRC Core Values (IRC Way) that these are systematically
communicated to all staff (new and existing staff).
·
Coordinate Organizational development initiatives (MDP, GHROPP, etc.) are
effectively implemented in West Nile the field offices
Coordinate Organizational development initiatives (MDP, GHROPP, etc.) are
effectively implemented in West Nile the field offices
·
Participate actively and advise consistently on the West Nile Field Offices
organizational structure review
Participate actively and advise consistently on the West Nile Field Offices
organizational structure review
·
Participate actively in the review of existing HR/Admin policies and
procedures.
Participate actively in the review of existing HR/Admin policies and
procedures.
·
Maintain a thorough knowledge and understanding of Uganda Labor Act and
regulations, IRC Uganda National Staff policies and ensuring compliance and
consistent application.
Maintain a thorough knowledge and understanding of Uganda Labor Act and
regulations, IRC Uganda National Staff policies and ensuring compliance and
consistent application.
Talent
acquisition, management and staff development
acquisition, management and staff development
·
In coordination with Sectors leads, coordinate the West Nile Field offices
workforce planning as per IRC standards.
In coordination with Sectors leads, coordinate the West Nile Field offices
workforce planning as per IRC standards.
·
Lead transparent recruitment processes in the West Nile Field Offices and
monitor that all sectors comply with recruitment related policies and
procedures including and not limited to advertisement of positions, consistent
documentation of the recruitment process (interviews notes, reference check,
ATC check, etc.).
Lead transparent recruitment processes in the West Nile Field Offices and
monitor that all sectors comply with recruitment related policies and
procedures including and not limited to advertisement of positions, consistent
documentation of the recruitment process (interviews notes, reference check,
ATC check, etc.).
·
Coordinate and facilitate the integration/transition processes to assure new
and transferred staff in West Nile field offices receive an effective
onboarding.
Coordinate and facilitate the integration/transition processes to assure new
and transferred staff in West Nile field offices receive an effective
onboarding.
·
Coordinate the IRC Performance Management Program is effectively implemented by
providing regular trainings on performance management, objectives setting,
monitoring and coaching, performance review process, etc.
Coordinate the IRC Performance Management Program is effectively implemented by
providing regular trainings on performance management, objectives setting,
monitoring and coaching, performance review process, etc.
·
Lead and facilitate required activities for staff development and career
planning by providing sufficient information and guidance to staff on existing
staff development resources like IRC Learning portal, eCornell, etc.
Lead and facilitate required activities for staff development and career
planning by providing sufficient information and guidance to staff on existing
staff development resources like IRC Learning portal, eCornell, etc.
·
Support supervisors and employees in their development and career plans design
and implementation.
Support supervisors and employees in their development and career plans design
and implementation.
Compensation
and Benefits ;
and Benefits ;
·
Maintain internal equity for staff compensation and benefits and advice
programs leads accordingly.
Maintain internal equity for staff compensation and benefits and advice
programs leads accordingly.
·
Train staff to understand their benefits package and lead an effective
administration of the benefits.
Train staff to understand their benefits package and lead an effective
administration of the benefits.
·
Actively participate on the salary review process by providing sufficient
information to the HR lead.
Actively participate on the salary review process by providing sufficient
information to the HR lead.
·
Lead and review the timely preparation of payroll information for West Nile
field offices to be submitted to the main HR office in Kampala.
Lead and review the timely preparation of payroll information for West Nile
field offices to be submitted to the main HR office in Kampala.
·
Monitor that all staff and dependents are registered to the medical insurance
coverage and that coverage is functioning well.
Monitor that all staff and dependents are registered to the medical insurance
coverage and that coverage is functioning well.
Staff
wellfare/wellbeing :
wellfare/wellbeing :
·
Advise Senior Management Team in the field on improvements to staff wellness
and psychosocial wellbeing arrangements, such as reduction of working hours,
opportunities for rest and recreation, supportive management, etc.
Advise Senior Management Team in the field on improvements to staff wellness
and psychosocial wellbeing arrangements, such as reduction of working hours,
opportunities for rest and recreation, supportive management, etc.
·
Lead team building activities in West Nile Field offices on a regular basis
(ideally quarterly).
Lead team building activities in West Nile Field offices on a regular basis
(ideally quarterly).
·
Maintain hygiene practices in IRC field bases, offices, residences and vehicles
are being respected and medical kits (first aid kits) are present and stocked.
Maintain hygiene practices in IRC field bases, offices, residences and vehicles
are being respected and medical kits (first aid kits) are present and stocked.
·
Provide advice to staff about how to access health care in case of illness.
Provide advice to staff about how to access health care in case of illness.
·
Offer confidential support to staff members in psychosocial distress and direct
them towards IRC psychological counseling service.
Offer confidential support to staff members in psychosocial distress and direct
them towards IRC psychological counseling service.
·
Communicate daily with IRC designated health care provider to review any cases
of life-threatening illness among staff and troubleshoot any specific staff
health issues that cannot be resolved by the care provider.
Communicate daily with IRC designated health care provider to review any cases
of life-threatening illness among staff and troubleshoot any specific staff
health issues that cannot be resolved by the care provider.
Staff
Administration
Administration
·
Maintain a consistent filing system and confidentiality of the HR information
is guaranteed.
Maintain a consistent filing system and confidentiality of the HR information
is guaranteed.
·
Monitor that staff files are updated on a real time basis.
Monitor that staff files are updated on a real time basis.
·
Monitor the tracking of timesheets and maintain an updated list.
Monitor the tracking of timesheets and maintain an updated list.
·
Monitor that all HR databases are regularly updated (staff list, leave
tracking, contract tracking, etc.)
Monitor that all HR databases are regularly updated (staff list, leave
tracking, contract tracking, etc.)
·
Monitor that all the exit processes are in compliance with the IRC’s policy and
local legislation.
Monitor that all the exit processes are in compliance with the IRC’s policy and
local legislation.
Employee
Relations:
Relations:
·
Facilitate employee relations resolution based on local laws and IRC standards;
Facilitate employee relations resolution based on local laws and IRC standards;
·
Facilitate relationships between labor/social services and IRS staff.
Facilitate relationships between labor/social services and IRS staff.
·
Manage employee relations and discipline in accordance with the IRC’s policy
and local law.
Manage employee relations and discipline in accordance with the IRC’s policy
and local law.
Employee
terminations/Separation
terminations/Separation
·
In collaboration with function coordinators and managers, ensure all
termination documentation is. completed before being forwarded to HR Lead for
review.
In collaboration with function coordinators and managers, ensure all
termination documentation is. completed before being forwarded to HR Lead for
review.
·
Develop and maintain reports to update and finalize terminal benefits.
Develop and maintain reports to update and finalize terminal benefits.
2.
GENERAL ADMINISTRATION
GENERAL ADMINISTRATION
·
Monitor rental agreements for offices and housing.
Monitor rental agreements for offices and housing.
·
Manage and monitor all IRC offices and homes acquisitions, administration,
maintenance in West Nile.
Manage and monitor all IRC offices and homes acquisitions, administration,
maintenance in West Nile.
·
Lead the signature, monitoring, renewal and termination of contracts and
payments with suppliers, service providers, and lessors.
Lead the signature, monitoring, renewal and termination of contracts and
payments with suppliers, service providers, and lessors.
·
Coordinate and facilitate travel documents processes in coordination with Kampala
(visa, ticket, etc.)
Coordinate and facilitate travel documents processes in coordination with Kampala
(visa, ticket, etc.)
·
Maintain proper records for all correspondences.
Maintain proper records for all correspondences.
·
Maintain compliance of administrative policies and procedures with IRC
standards and local law in West Nile Field Office.
Maintain compliance of administrative policies and procedures with IRC
standards and local law in West Nile Field Office.
3.
REPORTING
REPORTING
·
Compile West Nile Field Office strategic HR metrics information and share with
the HR lead.
Compile West Nile Field Office strategic HR metrics information and share with
the HR lead.
·
Review and submit weekly and monthly recruitment reports.
Review and submit weekly and monthly recruitment reports.
·
Review and submit monthly staff leave accrual.
Review and submit monthly staff leave accrual.
·
Review and submit monthly renewal and termination of contracts.
Review and submit monthly renewal and termination of contracts.
·
Review and submit payments with suppliers, service providers (lessors, hotels).
Review and submit payments with suppliers, service providers (lessors, hotels).
·
Review and share with relevant staff, the accommodation tracking sheet.
Review and share with relevant staff, the accommodation tracking sheet.
Send
CV and cover letter clearly indicating the position applied for as the subject
to: UA-IRCJobs@Rescue.org (The Human
Resource and Administration department, International Rescue Committee)
Deadline**: COB December 15, 2017**. Only shortlisted candidates will be
contacted. Whilst all applications will be assessed strictly on their
individual merits, qualified women are especially encouraged to apply. IRC is
an equal opportunity Employer.
CV and cover letter clearly indicating the position applied for as the subject
to: UA-IRCJobs@Rescue.org (The Human
Resource and Administration department, International Rescue Committee)
Deadline**: COB December 15, 2017**. Only shortlisted candidates will be
contacted. Whilst all applications will be assessed strictly on their
individual merits, qualified women are especially encouraged to apply. IRC is
an equal opportunity Employer.
