Job title: HR and Administration Assistant

Reporting to: HR and Admin Manager

Location: Kampala

Overall purpose of the role:

Support the HR and Admin Dept with front desk management, routine documentation, day to day duties as well as maintaining staff information in compliance with DRC administration procedures, policies and procedures.

KEY DUTIES AND RESPONSIBILITIES

Administration:

• Update and maintain personnel staff files and records.
• Follow up on staff leave plans as well as track absences.
• Ensure signed time sheets for respective projects are received and filed before deadline.
• Support the HR Officer in the recruitment processes.
• Oversee the cleaning team to ensure the office premises is clear and in good stand hygienically.
• Ensure that all premises are in good shape, and proactively advise on changes or improvements to be done.
• Ensure that garbage disposal, sewerage emptying is done in a timely manner
• Support with ensuring repairs of minor breakages of facilities are done with fast response.
• Reconcile and process payments to the service providers in relation to administration services as soon as the invoices are received.
• Monitor all service tracking sheets i.e. expatriate housing cost tracker, payments tracker, flights tracker, MOU’s and registrations trackers, First aid refill schedules etc. And follow up on renewal of contracts 1 month before the expiry date.
• Ensure that the stores are in good condition and items are properly coded and stored in an orderly manner.
• Book accommodation for DRC guests and staff.
• Book flight travels for staff and ensure that all travel grievances are resolved in a timely manner.
• Oversee the front desk and assist in receiving and responding to enquiries from visitors.
• Making requisition, receiving and releasing office stationery, beverages and cleaning materials
• Submitting weekly/monthly report on use of office material.
• Assist with taking minutes of the events if required.
• Drafting Casual Labor Contracts e.g. programme staff/location.
• Will support with preparing parcels with staff items to be dispatched to the field. This could be identity cards, Medical insurance cards, uniforms among others and following up on receipt especially in regards to staff contracts.
• And may perform any other duties assigned.

Experience and technical competencies:

• At least 2 years of work experience in field of Human Resources and Administration in an NGO sector.
• Hands-on experience/skills in MS Office applications (Excellent computer skill)
• Ability to work under pressure to deadlines.
• Ability to work independently on his or her own initiative with problems solving skills
• Strong team and interpersonal skills

How to Apply

Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post.

We only accept applications sent via our online-application form on www.drc.dk under Vacancies. Applications close on 23rd April 2024.

Equal Opportunity

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels in light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunity: DRC is an equal opportunity employer, we value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethinic origin, colour, race, marital status or other protected characteristics.