Admin/HR Assistant/National Position/Uganda, Lamwo, Uganda

LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over 20 countries. We seek to bring people of all backgrounds together in the common quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.

A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work, and for our field presence in hard-to-reach areas. Our work is people-centered and community- based. Above all, we work with the most vulnerable, and in order to claim and uphold their rights, we engage proactively with local government and community structures.

LWF Uganda works closely with United Nations agencies (UNHCR, UNFPA, UNICEF, WFP), PRM, EU/ECHO, BFTW, etc. LWF Related and faith-based agencies and their back donors.

For additional information, please see www.lutheranworld.org/WorldService.

The LWF Uganda Program is looking for a qualified and experienced person to fill the following position: Job Title: Admin/HR Assistant

No. of Positions: One (1)

Place of Assignment: Lamwo

Reports To : Admin/HR Officer

Starting date: ASAP

Duration of Contract: 1 year contract (with possibility for extension)

The closing date for applications: 14^th March 2024

Job Summary:

Under the guidance of the Admin/HR Officer the Admin/HR Assistant supports the Administrative, HR functions/activities professionally within the established LWF Uganda procedures and guidelines.

Duties & Responsibilities

Administrative function.

Handle internal and external mail/courier distribution, delivery and dispatch efficiently and maintain a register for that purpose.

Filing of assigned program documents and correspondence in an orderly manner and ensure safe custody of confidential files as required.

Assist in supervising the guard/gardeners, housekeepers, office assistants and ensure that they carry out their duties in accordance with their respective schedules.

Oversee and monitor the proper use and maintenance of office facilities and equipment and ensure availability of required consumables, supplies and timely repairs of equipment.

Maintain a visitor’s book and ensure it is readily available for use.

Responsible for arranging and booking accommodation for staff and visitors.

Ensure that the front desk area is clean, tidy, orderly and adequately served during working hours by handling visitors professionally.

Receive, verify and record office supplies and maintain accurate records of their usage.

Display bulletins, notices and communication on the notice boards.

Receive, compile and transmit staff medical fund claims for processing.

Enter all excel sheet SRs for all the projects into the sage system.

Human Resources function

Assist in the coordination of the interviews process that includes ensuring interview venue is properly set, documents prepared and computers are available for written tests.

Arrange and manage orientation schedules for new staff.

Ensure that staff records are complete, up to date and kept confidential.

Maintain staff lists by location, project and gender and provide to the HR Officer on a monthly basis.

Ensure all employees are issued with Identity Cards and medical cards, and that those who leave employment return identity cards.

In coordination with the logistics department, ensure logistical arrangements are efficiently made to facilitate training events.

Ensure that staff prepare and submit training reports after each training attended.

Maintain a staff training record database and training events calendar.

Assist the Admin/HR Officer update the staff leave records to include: reconciling of staff leave, preparation of monthly Leave report summary for all staff and generation of the Leave report each month.

Maintain file copies of all outgoing and incoming correspondence with the medical service providers.

Inform the HR Department National Office about the new and outgoing staff/dependants so that they update the Medical/GPA list regularly.

Manage the filling system for the HR department: -

Monthly review of personnel files against the HR checklist for accuracy and completeness of personnel records and filing.

File all documents promptly and retrieve them when requested.

Maintain contracts/agreements schedule for HR services ensuring that agreements are renewed timely – a month prior to expiry following systematic procurement process.

Maintain employee confidence and protect operations by keeping human resource information confidential.

Coordinate all events at the office for instance farewells and end of year meetings

Staff Supervision and Management.

Supervise the cleaners/office assistants/guards, motivating them, supporting them and instilling discipline and ensuring adequate performance.

Implement performance management processes and regularly set targets for staff under your supervision and conduct effective staff appraisals.

Trouble shoot administrative issues as they arise and support the Admin/HR Officer to raise effective decisions.

Coordinate logistics support for internal staff in cases of transfers, relocations and support field visits.

Educational Qualifications & Experience Required:

Bachelor’s Degree in Human Resource Management, Public Administration/Industrial and Organisational Psychology/Business Administration from a reputable institution.

At least 1- 2 years’ experience in Administration/HR from a reputable organisation.

Special Skills, Aptitude or Personality Requirements: Ability to work independently with minimum supervision.

Ability to work under time pressure and meet deadlines.

Excellent Interpersonal and Communication Skills.