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04 August 2017

Country HR and Administration Coordinator Non-profit Jobs - Danish Refugee Council (DRC)

Organisation: Danish Refugee Council (DRC)
Duty Station: Kampala, Uganda
Reports to: Head of Finance & Administration

About US:
The Danish Refugee Council (DRC) is a private, independent, humanitarian organization working on all aspects of the refugee cause in more than 36 countries throughout the world. The aim of DRC is to protect refugees and internally displaced persons (IDPs) against persecution and to promote durable solutions to the problems of forced migration, on the basis of humanitarian principles and human rights. DRC works in accordance with the UN Conventions on Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief.

Job Summary: The Country Human Resource & Administration Coordinator will provide technical support and direction in Human Resources and Administration function for Uganda and Tanzania country operations. Will ensure the policies and standards are applied consistently in all the country offices. The position will work in close cooperation with the Regional HR and Administration Manager for East Africa & Yemen.

Key Duties and Responsibilities:  
Administration:
  • Develops and administers various administrative plans and procedures.
  • Perform and supervise general office activities. Assist Area Managers and Field Administrators in ensuring administrative compliance with DRC and donor requirements in the field offices.
  • Maintain and safeguard DRC records. Develop and manage a logical file system for DRC’s contracts, with a database containing the essential information for DRC service providers and consultants towards an effective internal management and administration.
  • Act as the liaison with local institutions, authorities and ministries in all matters related to administration and relevant to DRC operations in the country.
  • Responsible for proper functioning of all offices and residences, and equipment and ensure that insurance for the premises and equipment is updated at all times.
  • Manage the preparation, analysis, negotiation, review and timely renewal of rental agreements and service contracts e.g. security provision, office consumables and supplies, fumigation in the Kampala and field offices.
  • Responsible for management of an effective central mailing system in all Country Offices
  • Supervise preparation and updating of briefing packages, work spaces and accessories handouts for new staff in coordination with human resources, logistics and finance departments. These include but not limited to desks, computers, internet kits, mobile & sat phones, business & ID cards, stationery and uniforms.
  • Coordinate and liaise with DRC lawyers, agents and respective authorities on legal issues related to contractors, consultants and advise programme and sector managers on sound admin management and local laws and their execution modalities.
  • Ensures that all travelers to/within Uganda are assisted with visas and travel arrangements.
Human Resources Management:
  • Plans, organizes and controls all activities of the Human Resource department. Participates in developing department goals, objectives and systems.
  • Develops, recommends and implements personnel policies and procedures; prepares and maintains handbook on human resource policies and procedures.
  • Ensure professional, prompt and smooth conduct of the national and international staff in the country operations. Ensure the DRC Code of Conduct is upheld by staff in all offices.
  • Evaluates reports, decisions and results of department in relation to established goals and objectives. Recommends new approaches, policies and procedures to effect continual improvements in efficiency of department and services performed.
  • Ensure equal treatment of all personnel and gender balance, and fulfillment of ToR competence requirements. Accordingly, monitor staff competences and propose for appropriate actions to the management.
  • Supports Managers in the recruitment process, this job advertising, short listing, interviewing and recruitment of candidates for DRC positions countrywide.
  • Manage the staff orientation for new employees, monitors career-pathing and country development plan, employee relations counseling, outplacement counseling and exit interviewing.
  • Work closely with relevant government authorities in relation to visas, registration certificates, memorandums, work permits, through personal meetings and correspondence, and drafting and management of required documentation.
  • Work in consultation with the Country Director, Head of Finance Administration and DRC lawyer, prepare draft notices, warnings, suspensions, terminations and promotions of staff for the signature of the CD.
  • Manage staff contracts and personnel files for both national and international staff.
  • Ensure good performance management is upheld in DRC Uganda this includes follow up on annual appraisal, probation and annual objective setting on a timely basis. 
  • Responsible for implementing and managing appropriate insurance cover for all staff. 
  • Manage DRC human resources database and filing system and ensure their backup is updated. 
  • Has overall responsibility for staff time registration and leave tracking for national and expat staff. 

Qualifications, Skills and Experience:
  • The ideal candidate for the Danish Refugee Council (DRC) Country HR and Administration Coordinator job placement must hold a Bachelor’s Degree in Human Resources Management, Psychology, and or Business Administration
  • Five years of related work experience in Human Resource and Administration in a very busy INGO environment.
  • Knowledge of human resources concepts, practices, policies, and procedures.
  • Good working knowledge of office procedures and office management.
  • Ability to show flexibility in response to change and accommodate new methods and procedures.
  • Able to maintain confidentiality.
  • Possess strong analytical and conceptual skills.
  • Proven management Skills.
  • Good reporting skills.
  • Proven commitment to human resources practices.
  • Knowledge of working in challenging environments.
  • Proven ability to manage large varied workloads and deal constructively with stress and periods with long hours.
  • Proven ability to prioritize tasks, meet deadlines and work with limited supervision
  • Proactive, stable and robust character and a good team player.
  • Excellent communication skills, calm and a good sense of humor.
  • Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels. 
  • Fluent in written and spoken English. 
DRC’ five core competencies: 
  • Striving for excellence: You focus on reaching results in a fast paced environment
  • Collaborating: You lead initiatives and processes by involving relevant parties and encouraging feedback. 
  • Taking the lead: You take ownership and initiative while setting high standards 
  • Communicating: You listen to other stakeholders and staff; and you communicate concisely and persuasively
  • Demonstrating integrity: You act in line with DRC’s vision and values. 

How to Apply:
All suitably qualified and interested candidates should send their applications online at the link below including;
  • A cover letter (1 page) in which you explain why you are interested in the position and how you meet the qualities and qualifications criteria
  • Concise and accurate CV (maximum 3 pages). The CV should include information about your qualification, relevant training courses, Work experience, name and contact details of 3 relevant references.


Deadline: 14th August 2017

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