HR Administrative Assistant NGO Jobs – VSO

Job Title:       HR Administrative Assistant
Organization: VSO
Duty Station: Kampala,
Salary Range: UGX 22,000,000 p.a.
Reports to: Head of People
& Operations (HoPO)
About VSO:
VSO is the world’s leading independent international development
organisation that works through volunteers to fight poverty in developing
countries. Our high-impact approach brings people together to share skills,
build capabilities, promote international understanding and action to change
lives and make the world a fairer place.
Key Duties and
Volunteer Management and Support:
Assist the HoPO in the facilitation of in country
orientation while ensuring that all new arrivals are briefed on Country Office
Maintain the country office volunteer manual
ensuring that it is reviewed and updated regularly.
Working with the HoPO, respond pro-actively to
all volunteer welfare support matters, including medical needs (in compliance
with all policies). 
The HR/Administrative Assistant will maintain
volunteers’ files in a confidential manner.
Support volunteers in smoothly exiting their
placement and country in regards to HR processes.
Prepare for all new arrivals, including
production of arrival packs and requisition of funds for facilitating the
volunteers during ICO. 
Manage the library ensuring that all items are
correctly accounted for returned after use. 
Maintain the volunteer contact information spreadsheet,
updating and distributing monthly. 
The jobholder will also ensure that all
volunteers receive their mail on a timely basis. 
Ensure that volunteer files are maintained
accurately and meet VSO confidentiality requirements. 
Communicate to the volunteers about the progress
of their immigration status.
Ensure the receipt and collection of volunteer
passports is properly recorded.
Ensure volunteer and international staff
registration is conducted in accordance with Country employment law, including
volunteers work permits and special passes. 
Ensure all volunteer and staff information is
handled in a confidential and safe manner.
Professionally manage the country office
reception, ensuring that high levels of customer service are provided to all
Be proactively aware of all visitors and make
appointments for members of staff, as required.
Ensure that the telephone and VSO email box are
handled promptly and appropriately. 
Ensure that the reception area is professional, informative, brand
compliant and accurately represents VSO Uganda. 
Ensure that the volunteer/project map and staff structure is always
accurate and updated before new volunteers arrive for ICO.  Facilitate post sent out by DHL, ensuring
accurate records are maintained. Ensure that the reception area is safely and
securely locked each evening.
Accommodation booking for both staff and
Volunteers. This will include new arrivals, visiting international staff and
field going colleagues
All Flight Bookings for both staff and
Administration Support:
Provide administration support to all members of
staff enabling them to fulfil their duties, including photocopying, printing,
binding and scanning. 
Provide logistical support for VSO meetings/events,
including ICO, employer workshops, etc. 
Maintain the country office hard filing system
in a secure and confidential manner.
Manage the production of VSO letters (well
referenced), ensuring that they are promptly dispatched and accurate records
Manage the country office float, ensuring that
all expenditure is correctly accounted for. 
Provide stationary for all staff members as per
their needs, on a weekly basis.
Support the training of the Admin Intern.
Recruitment & Selection: Assist the Resourcing Specialist
in the administration processes in the recruitment and selection of staff
members, national volunteers and interns. 
Employee Relations:
Ensure that all staff understand VSO and Country
office procedures. 
Respond pro-actively to all staff welfare
support matters, including medical needs. 
Ensure employee files are kept in accordance
with the VSO Data Protection and Confidentiality Policy.
Maintain the country office structure organogram
updating the ‘who is who’ document for the team members.
Coordinate all internal formal communications
with staff ensuring that they are brand compliant.
Systems:  Ensure staff
and volunteer data administration is undertaken to enable accurate, up to date
records, including contact details and emergency contacts.
Other – Fulfill other appropriate level accountabilities as
defined by the HoPO
Qualifications, Skills and
The ideal candidate should preferably hold a
bachelor’s degree in Human Resources/Administration
A minimum of three years’ experience in the
Knowledge of local employment and immigration
Previous experience of using Human Resources
information systems and running a range of reports.
Good experience of administration systems
Broad knowledge, understanding and commitment to
data protection and equality and diversity issues.
Experience of working with different cultures
and backgrounds.
People Management – Ability to support others.
Demonstrable commitment to delivering excellent customer service.
Good Problem Solving skills
International Development – Understanding of the
role of volunteering in Country.
Flexibility – Ability to adapt to new
situations, with a positive attitude to working in an international
organisation. Able to travel occasionally.
Previous experience working with international.
Non-Government Organisations and with Government Officials is desired
Prior experience of working with volunteers is
an added advantage
How to Apply:
All suitably qualified and interested candidates are encouraged to
apply online by clicking on the web link below.
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