HR and Administration Assistant at International Rescue Committee, Kampala, Uganda

Job Description

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

Responsibilities

Human Resources

Support recruitment exercise including coordinating candidates’ invitations for interview, creation of new staff personnel files, supporting in the induction processes.
Update the existing personal files, ensuring that they all have the necessary information both manually and electronically.
Provide support to staff, follow up and report any issues staff are facing with the medical service providers.

Administration

Maintain reception area and all common areas in a clean and tidy manner at all times.
Attending the office telephone, e-mail in a professional manner and ensure timely distribution of mail/messages.
Liaises with Supply Chain, assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services.
Ensure mail pouches to other IRC Offices are dispatched in a timely manner.
Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc.) including telephone bills.
Under the supervision of HR and Admin officer, prepare monthly cash projections for the Human Resources/Admin Department.
Under the supervision of the HR & Admin Officer, compile and submit MTN-CUG telephone numbers every month.
Liaise with external staff to schedule and organize in-house and external events.
Assist the HR department in organizing staff training sessions, workshops and activities.
Support with accommodation booking for guests, track visitors to your field site and prepare payments.
Perform other duties as needed or requested by the HR /Admin Officer or the HR Manager / Coordinator.