Administration/ HR Officer

at Lutheran World Federation (LWF)
Location Kampala, Uganda
Date Posted August 15, 2023
Category Admin & Office
Job Type FULL_TIME
Currency UGX

Description

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: Administration / HR Officer

No. of Positions: One (1)

Place of Assignment: LWF Kitgum/Pader Sub Program

Reports To : Sub Program Manager

Starting date: ASAP

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

The closing date for applications: 14 August 2023

Job Summary: Under the guidance of the Sub Program Manager, the incumbent implements and documents HR procedures and activities, in accordance with the established LWF Uganda HR policies and guidelines as well as the Uganda statutory requirements & standards while supporting the sub programs Administrative needs as well.

Main Duties & Responsibilities:

Coordinating the Human Resources Function.

Facilitate and coordinate recruitment processes in full compliance with the LWF Personnel Regulations; Draft job descriptions and vacancy announcements; Screen candidates & participate in Interview panels; Prepare recruitment recommendations & liaise with HR Head Office to ensure action is completed.
Provide administrative coordination in the extension of contracts, processing of benefits and allowances, and entitlements, Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, recoveries, adjustments, and separations.
Provide support to staff performance management & learning and development in full compliance with LWF rules, regulations, and HR policies and guidelines. Monitor compliance with the performance appraisal review and the preparation & implementation of the wider Office learning plan in consultation with the SSC.
Communicate the review and update of Human Resources-related policies. Effectively implement and orient staff on the Personnel Regulations for National Staff and HR Strategy.
Assume overall responsibility for leave management; record management; Ensure to maintain comprehensive personnel files on administrative/HR matters in a confidential and secure manner.
Validate and coordinate the local payroll and related issues.
Facilitate staff manpower planning and separation process among others.
General Administrative Function.

Arrange official travel, accommodation, and visitation requirements for staff and visitors to and from the Subprogram office.
Ensure availability, proper use of, and maintenance of office supplies, utilities, and pieces of equipment.
Maintain an updated fixed asset register of both the office and residential premises.
Organize training courses, information sessions, and orientations for staff.
Liaise with HR & the Administration Head Office to disseminate important information to all staff.
Secures custody of office and motorcycle/vehicle duplicate keys, issues keys as agreed with the team leader/, and maintains a register/log of all keys issued and returned.
Support the management in the authorization of stock requisitions/release/receipt of items in and from the warehouse.
Review monthly reports for Administration, HR, Fleets, and Stock.
Ensure proper Office management procedures.
Fleet Management;

Supervise proper use of LWF vehicles and motorcycles in line with Best Practices and the Fleet SOPs.
Review the monthly fuel accountability report; and submit a balanced, accurate report to the Logistics Manager.
Approve the weekly movement plans of Vehicles; keep standard records to account for these movements.
Update and do follow-ups with Logistics Manager on the Fleet Insurance cover status.
Approve and follow up on Vehicle and Motorcycle maintenance and repair requests made.
Procurements and Inventory Management.

Support in implementing the procurement plan in line with the Sub-program demands.
Work with the procurement staff or designates to ensure the timely delivery of quality goods and services.
Play the supporting role during the vendor pre-qualification process and thereafter ensure implementation of the agreed-upon service level agreements.
Serve as the focal point person in handling vendor-related complaints with regard to goods and services.
Serve as an approving Senior Officer under the purchase workflow LPO system.
Coordinate store management; manage the flow of goods in and out of the stores, and review the monthly stock reports.
Financial Management; Budget Monitoring, Control & Reporting.

Liaise with the Subprogram Accountant in developing accurate annual budgets and budget revisions for the HRP according to the standards of the donor.
Manage the training budgets and the overall Administration Budget.
Facilitate responses to audit findings and recommendations in HR & Administration.