NGO Jobs – Administration/Human Resources Officer at Invisible Children Uganda

Department: General/Operations
Section: Administration/Human Resources  
Duty Station: Gulu, Uganda 
Responsible for: Administrative Assistants, Front Desk Officer & Security Officer 
Reports Directly To: Operations Director 
Reports Indirectly To: Head of Office 
About ICU:
Invisible Children Uganda (ICU) is a non-profit organization dedicated to improving the quality of life of LRA affected communities by providing access to quality education and improved livelihood.
Key Duties & Responsibilities:
Support the Administration and Human Resources function of Invisible Children Uganda to achieve efficiency in program operations in line with existing policies.
Human Resources
·         Support the development of new administrative and human resources policies, systems, and tools as well as the review of existing ones for management’s approval and roll out.
·         Implement and administer all approved IC Uganda administrative policies, guidelines, and procedures within ICU HQ and all field offices so as to promote the efficiency of Invisible Children Uganda operations.
·         Oversee implementation of all human resource programs including recruitment, orientation, performance evaluation, career development, training, diversity training, and risk management and safety programs.
·         Participate in orientation of new staff with respect to Administration and HR policies and procedures, including supporting new staff to understand remuneration, benefits, and the other organizational procedures.
·         Remain informed, on an ongoing basis, about current and changing HR-related laws, policies and “best practices” to ensure that current and future ICU Human Resources policies, and employment practices, follow established local laws in Uganda.
·         Follow up all legal proceedings where ICU is involved with ICU legal counsels and provide the Operations Director and Head of Office with feedback on the statuses of the cases.
·         In charge employee health and safety, staff documentation and insurance contracts; follows up and ensure that staff identity cards and health insurance cards are processed and delivered as stipulated in the organizations policy and procedures.
·         Arranges immigration requirements for national and international staff including but not limited to work permits, special passes visa etc;
·         Responsible for coordinating and monitoring the payroll process for all staff, including service contracts / temporary hires for accuracy and consistency.
·         Maintain appropriate staff files/records and ensure confidentiality regarding Human Resources activities and data including leave, pay rise, promotion, confirmation, appraisals, and disciplinary actions.
·         In charge needs assessment planning, design, and implementation of Human Resource Development activities (Training and staff development plans).
·         Advises and sets out staff appraisal timelines and ensures that recommendations from appraisals are followed up and implemented to achieve desired goals.
·         Maintain and report employee statistical data, based on information from all ICU departments and provides regular feedback and updates to the management team to guide strategic decision-making.
·         Monitor employee concerns, complaints, and coordinate internal investigations and disciplinary meetings to resolve grievances.
·         Provide counseling to individual staff as and when they are faced with issues that affect their performances at work.
Office Management
·         Directly support the Operations Director with all aspects of communication and coordination and maintain efficient communication and working relations between Gulu Head office and other IC offices;
·         Provide oversight to Administrative Assistants and Front Desk Officer in arranging for monthly general staff meetings and management meetings respectively.
·         Track and maintain records of all official correspondence with outside actors, such as local authorities, communities, and other stakeholders.
·         Responsible for all security staff deployment; coordinates with the security officer to ensure office and residential premises have adequate security.
·         Ensure all office facilities including office blocks and compound are maintained in good and tenable conditions at all times, assess and recommends for any repairs in a timely manner.
·         Performs any other duties that may be assigned from time to time by the Head of Office or Operations Director and Programs Director
Qualifications, Skills & Experience:
·         A Bachelors degree in Human Resources Management, Social Sciences, Secretarial and Administrative Studies, Psychology, Business/Public Administration or any other related field may apply.
·         A Post Graduate qualification in Human Resource Management, Knowledge of Ugan­da labor laws and membership to the Human Resource Management Association of Uganda is an added advantage.
·         At least Three years progressive work experience in human resources and general administration preferably in the NGO sector or reputable busy institution is a requirement for this position. Language: The ideal candidate must be fluent in English.
·         Other vital skills for the position.
Computer skills
·         Proficiency in Ms Office packages, Human Resource Information Systems (HRIS) and internet.
Interpersonal Skills
·         Ability to work with many different individuals while exhibiting a pleasant and attentive personality.
Organizational Skills
·         Ability to manage information through efficient records management and confidentiality.
Communication Skills
·         Ability to communicate through memos, email, letters and ensure accuracy and professionalism.
How to apply:
Interested candidates should apply for the position by Sending applications accompanied by detailed curriculum vitae indicating addresses and telephone contacts of three professional referees to: The Administration and Human Resources Officer, Invisible Children Uganda.
Gulu office: Plot 101 Acholi Road, Pece Gulu. P. 0 Box 1123 Gulu, Kampala office: Plot 24 Bazarabusa Rise, Bugolobi Kampala E-Mail:
Deadline: 29th March 2013 at 5:00 pm.
Note: Only shortlisted candidates will be contacted for interviews
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