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Job Title:    Human Resource & Administrative Officer  

Organisation: International Lifeline Fund (ILF)

Duty Station:  Uganda

Reports to: Senior Finance and Administration Managers

About US:

International Lifeline Fund (Lifeline) is a registered nongovernmental organization in Uganda, with project offices in Lira, Apac and Moroto. Lifeline has been doing humanitarian and development work in Uganda since 2006 through its Environment and Water, Sanitation & Hygiene Programs.

Job Summary:  Under the supervision of the Senior Finance & Administration Manager (SFAM), The Human Resource & Administrative Officer (HR/AO) will coordinate the routine functions of HR and Administration including hiring and interviewing candidates, supporting pay, benefits, leave, and enforcing organizational policies and practices in accordance to International Lifeline Fund (Lifeline) standard of operations. The HR/AO will participate in maintaining and reviewing all administrative and human resources systems and procedures.

Key Duties and Responsibilities: 

Human Resource Administration

• Enhance Lifeline’s human resources by coordinating with the hiring managers, preparing Job descriptions, posting adverts, establishing a recruitment process, assist all employee induction programs, assessment programs, conducting and analyzing exit interviews.
• Provide administrative support to organizational development.
• Assist with preparation of HR metric data reports as required.
• Ensure the local staff rules and regulations are applied, respected and are compliant with the local legislation. S/he will be liaison between Lifeline and the local labor office.
• Support in disseminating and implementing policies, procedures and Uganda labor laws to all staff. – Timely recording of employee data, payroll execution, records, headcount and benefits, ensuring monthly trackers and reviews are implemented. Ensure an accurate/timely database accessible to senior leadership in SharePoint.
• Coordinate the performance review process.
• Manage and ensure that all staff, volunteers, and consultants effectively receive orientation and onboarding materials and promote liaison with leadership to ensure orientation is up to date.
• Actively promote safeguarding and protection from harassment, bullying and sexual misconduct in the workplace.
• Electronically and manually manage and archive personnel files so it is easily accessible especially during audits.
• Work with line managers to promote staff development.
• Timely plan and monitor all staff leave in collaboration with the line managers.

Finance Administration

• Collaborate with the SFAM to update new employee information and maintenance to the Payroll Unit. Manage HR data, administration and payroll system, providing staff and managers with the essential reports to support decision making.

Office Administration

• Maintain office services by organizing office operations and procedures, preparing payroll controlling correspondence, designing filing systems, reviewing, and approving supply requisitions.
• Ensure appropriate trackers are in place for timely renewals and terminations of leases, contracts, and related services.
• Implement an effective management system for office and residential facilities maintenance, cleanness and occupancy.
• Organizing and coordinating organization travel and reservations as needed.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Review and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees, following up on work results.

Planning and Reporting

• Report on a regular basis to the SFAM to ensure coordination, linkages, and collaborations between all areas of work carried out by Lifeline.
• Submit monthly report on HR/ Administration activities.

Qualifications, Skills and Experience:

• The ideal candidate must hold a University degree in business administration, HR Social studies, or relevant field; further training will be a plus
• Proven experience as HR officer, Administrator, or other HR position
• At least five years of experience with three years working within an INGO context in Uganda
• Knowledge of HR functions (pay & benefits, recruitment training & development etc.)
• Understanding of local labour laws and disciplinary procedures
• Proficient in MS Office including MS Word and Excel;
• Knowledge of SharePoint is a plus
• Outstanding organizational and time-management abilities
• Excellent communication and interpersonal skills
• Problem-solving and decision-making aptitude
• Strong ethics and reliability
• Team player
• Effective communication skills in English both orally and in writing, knowledge of Lango language is an advantage:

How to Apply:

All candidates should submit a cover letter, Resume with four referrers, academic credentials to HR@lifelinefund.org

Deadline: 6^th November 2021

NB: Please note that only shortlisted applicants will be contacted. Any kind of lobbying will lead to automatic disqualification.

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