PELUM Uganda Administrator and Human Resource Officer Jobs
PELUM Uganda Administrator and Human Resource Officer Jobs
Job Summary
Main Tasks and Responsibilities
Human Resource Management
• Spearhead human resource planning, forecasting and track deployment, in line with the strategic plan.
• Support management in the development, review and compliance with the organizational HR policy and ensure compliance with the employment Act and all national labour laws.
• Develop and maintain functional and efficient human resources management and administration systems, processes, and procedures.
• Guide management and staff on employment law and statutory obligations as well as PELUM’s own employment policies and procedures.
• Execute employee screening and selection processes.
• Develop and maintain up to date job descriptions for all positions.
• Ensure that all staff have valid employment contracts and appointment letters.
• Conduct induction and orientation for all new employees.
• Ensure that all relevant HR information is obtained and secured including ensuring that confidentiality is upheld.
• Undertake staff capacity needs assessment, spearhead the professional development planning and execution based on the needs and capacities of the organization.
• Administer compensation and benefits involving; contracts, working conditions, leave or redundancy packages with staff and representatives including management of leave schedules.
• Maintain health, safety and welfare of all employees including ensuring work life balance.
• Monitoring and reporting on staff performance including attendance and performance appraisal.
• Support the management team in implementing grievance and disciplinary procedures and standards
• Participate in and facilitate staff mediations and tribunals, etc. as required.
• Supervision of Administration assistant, Driver and performance planning and reviews.
• Facilitate volunteer placements in line with the volunteer policy.
Support to the Country Coordinator (CC)
Specifically, will carry out the following duties:
• Manage the CC’s diary, assessing priority of appointments and reallocation as necessary.
• Process CC’s correspondence, ensuring that incoming correspondence is dealt with by the CC & other staff as appropriate.
• Support organization of Country Board meetings and note taking.
• Draft briefing papers, reports, responding to mails and other correspondences and presentations for the CC.
• Ensure that Coordinator is well prepared for scheduled meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Work as Executive Assistant to the Country Coordinator.
Administrative Duties
• Preparation of quarterly and annual reports in a timely manner in the administrative section.
• Maintain an integrated central filing system for the organization (both manual and electronic).
• Oversee the proper maintenance of office facilities including ICT infrastructure.
• Manage arrangements for the Board and Sub-Committee meetings, including production/distribution of agenda and papers.
• Provide administrative support to the CC in scheduling all meetings.
• Execute any other administrative tasks as deemed appropriate.
• Oversee and supervise the Admin Assistant, whilst implanting the front desk and cooperate affairs
• Guide and mentor Admin Assistant in effectively communicating to external stakeholders and providing customer care services.
Procurement and asset management
• Oversee inventory of office supplies and control their use and storage.
• Ensure all assets are insured at all times.
• Ensure assets are engraved within 7 days after
• Ensure appropriate procedures for access and utilization and safety of office assets and equipment including fleet management.
• Monitor and enforce compliance with procedures, rules, regulations and adherence to security and safety procedures.
• Ensure timely, cost effective procurement of all assets, hotels for activities in various regions of Uganda, service providers, etc.
• Purchase organization supplies and services in consultation with The Finance Officer.
• Maintain a database of providers of goods and services.
• Spear head the procurement of all Pelum services, goods and Assets
General duties
• Participate in the organisation’s key events and represent the organisation in relevant for a nationally and internationally.
• Provide technical guidance, coaching and mentoring to Admin Assistant, drivers, volunteers / interns and other assigned workers.
• Support and participate in other programme area activities when required.
• In collaboration with the Management Team, identify existing and potential funding
• opportunities, and participate in the HR and Administrative aspects of project proposal development processes.
• Ensure all resources under his or her care are properly deployed and utilised.
In addition to individual respective tasks, all PELUM employees are expected to:
• To adhere to our organizational values and to actively promote their application amongst colleagues.
• To undertake tasks in a creative, self-driven and innovative fashion.
• Participate in relevant organizational, meetings and fora.
• Participate in raising resources for building PELUM’s reserves.
• Ensure that all activities are implemented in a gender sensitive manner.
• Adhere to PELUM’s policies, procedures, and performance expectations in all functions.
• To identify and implement additional tasks/ ideas of benefit to the organization (whether directly linked to one’s job or not).
• Any other duty as may be assigned by the supervisor.
Education
Industry Experience
Technical Skills
• Conversant with people and performance management processes and practices. Good experience in Office Administration.
Team working
• Leadership and management skills
Personal qualities
• Analytical skills, pays attention to detail, problem solving skills, organizer, ability to multi task without losing focus, good time management, mature and calm personality and self-driven.
Communication and Interpersonal skills
• Good communication skills (listening, verbal and writing). Ability to manage diversity. Good relational skills. Impeccable level of integrity and confidentiality.
Other important considerations
• Women are encouraged to apply
How to Apply
The Country Coordinator,
PELUM Uganda
Plot 41, Factory Road, Ntinda
P.O. Box 35804, Kampala
pelumuganda@pelumuganda.org and copy to pelumuganda@yahoo.com
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