Country HR and Administration Coordinator Job Placement – Danish Refugee Council (DRC)

Organisation: Danish
Refugee Council (DRC)
: Kampala, Uganda
Head of Finance & Administration
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 HR and Administration Coordinator will
provide overall support and direction in Human Resources and Administration
function for the Country Program. The incumbent will ensure the policies and
standards are applied consistently in all offices.
Key Duties and Responsibilities: 
1. Administration:
  • Develops and administers various administrative
    plans and procedures
  • Perform and supervise general office
  • Support 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.
  • 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.
  • Work closely 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.
  • Responsible for management of an effective
    central mailing system in all Country Offices
  • Manage the 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 limit 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.
  • Provide support / assistance to visitors and
    staff travelling to/within Uganda with visas and travel arrangements.
2. Human Resources
  • 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.
  • Support Managers in 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 closely 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
  • 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.
  • Manage 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 career opportunity
    should hold a Bachelor’s Degree in Human Resources Management, Business
  • A minimum of five years’ experience in Human
    Resource and Administration in INGOs.
  • Broad working knowledge of human resources
    concepts, practices, policies, and procedures.
  • Good working knowledge of office procedures
    and office management.
  • Proven ability to show flexibility in
    response to change and accommodate new methods and procedures.
  • Able to maintain confidentiality.
  • Excellent analytical and conceptual skills.
  • Proven management Skills.
  • Good reporting skills.
  • Proven commitment to human resources
  • Working knowledge of working in challenging
  • Demonstrated 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 humour.
  • Excellent interpersonal skills and
    demonstrated ability to establish effective working relations at all levels. 
  • Fluent in written and spoken English.
to Apply:
All suitably
qualified and interested candidates should send their applications 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 and please indicate your salary expectations
Updated and detailed -The CV should include
information about your qualifications, relevant training courses, work
experience, and name and contact details of three relevant references.
The complete
application package should be uploaded online, Click
13th February 2016

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