Human Resources and Administration Officer NGO Job Opportunities – Relief International (RI)

Organization: Relief
International (RI)
Duty Station:  Uganda
About US:
Relief International is an
international nonprofit organization whose sole mission is to reduce human
suffering. We respond to natural disasters, humanitarian emergencies and
chronic poverty. Relief International combines humanitarian and development
approaches to provide immediate services while laying the groundwork for
long-term impact. Our signature approach — which we call the RI Way—emphasizes
local participation, an integration of services, strategic partnerships, and a
focus on civic skills. In this way, we empower communities to find, design and
implement the solutions that work best for them.

Job Summary: The Human Resources and Administration Officer is
responsible for ensuring the day to day HR functions are performed in
accordance with RI policies and procedures and HR/ Admin best practice and to
provide direct advice and guidance to Program Managers and staff on HR/ Admin
policies and procedures. The HR/Admin Officer may depending on the programme
structure supervise the HR/ Admin Assistant, cleaners and any other staff
supporting the HR/Admin function to ensure they carry out their
responsibilities efficiently and effectively.
Key Duties and Responsibilities: 
HR Strategy:
  • Oversee
    the regular review and roll out of HR policies, employment policies and
    procedures in compliance to RI’s standards and evolving national labor
  • In
    collaboration with the Country Director, assist in the development of
    staffing and recruitment plan to ensure that each team is staffed
    appropriately, according to need and funding availability, in an efficient
    and timely manner.
  • Support
    CD in identifying HR gaps and ensure that RI staff are motivated.
  • Ensure
    staff hiring is conducted efficiently and in compliance with RI’s policies
    and national labor law.
  • Ensure
    a high quality, transparent, timely and efficient recruitment process.
  • Determine
    salaries for selected candidates based on the salary scales
  • Ensure
    pre-employment requirements are submitted and personnel files with
    documentation according to HR checklist is opened for new staff and
    completed on a timely basis.
  • Ensure
    that all staff have undergone orientation and induction at Country office
    including International staff.
  • Support
    the CD in processing of Visas and work permits for visitors and
    International staff as and when required.
Compensation and benefits
  • Ensure
    the timely and efficient payroll preparation for accurate data on grant
    code, number of days, benefits.
  • In
    close coordination with Finance, ensure all staff fill timesheets
    correctly and they are submitted on a monthly basis as part of the payroll
  • Ensure
    the proper utilization and accurate tracking of all types of leave.
  • Oversee
    the periodic salary review and analysis, and review and revision of new
    salary structure, as appropriate.
Employee Relations
  • Ensure
    the timely processing of new contracts, contract extensions, staff
    transfers, promotions and other change of status/ personnel changes.
  • Manage
    processes related to disciplinary actions, staff separation, and
  • Respond
    to employee related queries and provide answers to all HR related
    inquiries and requests.
  • Keep
    HR Manual updated and constantly communicate it, along with other HR
    policies to staff.
  • Provide
    day-to-day advice to the programme teams, around interpretation and
    implementing HR policies, and procedures in order to ensure consistency.
  • Make
    sure that employees’ files are auditable at all times as per RI standards
    and any relevant donors’ requirements.
  • Working
    with CD and County Finance teams, support internal and external Audits by
    ensure necessary documents are updated, scanned where required and
    submitted as needed.
Performance Management
System: RI Excel
  • Provide
    training and ensure new hires and current staff complete the training on
    RI Excel and understand the goal setting process well.
  • Oversee
    the monthly utilization of RI Excel reporting and offer support to staff
    where needed.
  • Monitor
    the evaluation process at all stages and ensure that employees and
    supervisors complete the review process in a timely manner.
  • Act
    as training administrators and ensure that training goals for employees
    are monitored on RI Excel.
  • Provide
    guidance to supervisors as they complete evaluations, help supervisors
    find effective coaching methods that work for specific issues including
    identifying areas of poor performance and assisting supervisors to
    establish plans for improving performance (PIPs), be present during review
    meetings when necessary.
  • Provide
    ongoing support to RI Excel users including responding to various
    inquiries raised by different employees, clarifying the appraisal forms,
    methodology etc.
Training and Development
Capacity building
  • Ensure
    National staff are aware of all HR policies, rules and regulations by
    conducting sessions for new staff and organizing for refresher sessions
    for all staff from time to time.
  • Organize
    learning and development opportunities in coordination with CD for staff
    to achieve programme goals
  • Conduct
    Training needs analysis (TNAS) within the programme and support staff in
    identification of suitable internal/external trainings in close consultation
    with the CD and LMs from time to time.
  • Provide
    training, support and advice on performance management and staff
    development plans and ensure reviews are conducted when and required as
    per the RI policy and procedure.
  • Verify
    that Project Training Funds are used to cover legitimate National staff
    development and talent management expenses, that funds are used
    effectively, and follow up to make sure training has been provided and the
    employee has completed the training successfully.
  • Encourage
    Managers and Directors to provide “Power Hour” training to their staff.
    Subject Matter Experts are asked to present content in an hour long
    session focusing on specific operational or technical subjects relevant to
    the program or project or related to current organizational or
    country/departmental needs.
  • Participate
    in forums relating to Human Resources including internal HR meetings and
    feedback to management on best practices, HR trends in country and at
    global level.
Administration of the
Learning Management system: RI Academy
  • Responsible
    for the registration, course enrollment and account closure, for all staff
    who have an email address, some English language capacity and access to
    the internet.
  • Work
    with the Manager/Supervisor and the employee to find relevant courses on
    the RI Academy’s LMS, or through INGO or other professional organizations
    or find courses locally (provided through an institute or a college) and
    consult with the RHRM for assistance in identifying learning and
    development opportunities based on the training and professional
    development goals identified in RI Excel.
  • On
    monthly basis, report the names and courses taken outside LMS.
  • Management
    of office premises- supervision of the office cleaners and cook to ensure
    highest standards of cleanliness in an efficient and effective manner.
  • Coordinate
    the logistical arrangements of meetings/workshops/ conferences and in
    country travel for staff and visitors by coordinating travel and
    accommodation arrangement including flight bookings and visas for teams
    and follow up paper work (e.g. Expenses) working closely with Programmes,
    Operations(security), Finance and logistics.
  • In
    collaboration with Logistics manage office environment and equipment to
    ensure a safe and effective office.
  • prepare
    a variety of correspondence, reports, forms, proposals, concept papers,
    etc. using prescribed formats and assuring that such documentation is
    correct in form and style. Craft and deliver both written and verbal
    presentations as required within the job remit.
  • Support
    other staff by providing advice and guidance in handling organizational
    and administrative tasks for which the office is responsible for; this
    includes office systems and procedures to expedite work flow.
  • May
    Represent the Office at internal and external audiences by providing
    information, handling routine inquiries directly or by delegating to
    departments and following up

Qualifications, Skills and Experience: 
  • The
    ideal candidate for the Relief International Human Resources and Administration
    officer should preferably hold a degree with professional qualification in
  • Five
    years of continuous practice in a similar position, with at least 1 year
    in an HR supervisory/management position.
  • Experience
    in developing and implementing HR policies, procedures and systems.
  • Proficient
    in IT – Word, Excel, PowerPoint, Outlook and HRIS( Human resources
    Information Systems) South Sudan/ local employment law.
  • Direct
    experience of organizing emergency/large scale recruitments.
  • INGO
    experience is strongly preferred.
  • Ability
    to prioritize and deal with competing demands.
  • Previous
    experience of staff supervision and capacity building.
  • Fluent
    spoken and written English.
  • Excellent
    organizational, interpersonal and communication skills.
  • A
    team builder with excellent people skills; culturally sensitive and has
    the ability and interest to identify and work with a multicultural team.
How to Apply:
The applicant must send an
application which must include:
  • Curriculum
    Vitae (CV)
  • Letter
    of Interest (application cover letter)
  • Photocopies
    of documents showing your credentials/qualifications for this position, if
Address your application to:
Country Director, Uganda
Please drop your applications
in a sealed envelope, stating the position you are applying for to:
Relief International Office,
Vura Madulu, Moyo Town Council, P.O Box 152
Or at;
Itula Sub County,
Dongo Center Relief
International Compound.
Email to:
(you must indicate the position in the subject line of email)
Deadline: 3rd May 2018
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