Human Resource & Administration Assistant

Job Posting Organization:
The Danish Refugee Council (DRC) is a humanitarian organization that provides assistance and protection to refugees and displaced persons. Established in 1956, DRC operates in multiple countries around the world, focusing on providing support in conflict-affected areas. The organization aims to promote durable solutions for refugees and internally displaced persons, ensuring their rights and dignity are upheld. DRC employs a diverse workforce and collaborates with various stakeholders to deliver effective humanitarian aid and development programs. The organization is committed to transparency, accountability, and ethical practices in all its operations.

Job Overview:
The Human Resource & Administration Assistant position at DRC Uganda is designed to support the HR and Administration department in managing routine documentation and daily HR and administrative tasks. The role is crucial in ensuring that the HR processes run smoothly and that employees are well-informed about company policies and benefits. The assistant will be responsible for facilitating orientation sessions for new hires, maintaining employee records, and serving as the first point of contact for employee concerns. Additionally, the role involves monitoring compliance with health, safety, and labor laws, as well as managing office supplies and administrative tasks. The assistant will play a key role in fostering a positive work environment and ensuring that the administrative functions support the overall mission of DRC.

Duties and Responsibilities:
The duties and responsibilities of the Human Resource & Administration Assistant include:

• Facilitating orientation sessions for new hires to ensure they are well-acquainted with company policies and benefits.
• Serving as the first point of contact for employee concerns and mediating minor workplace conflicts.
• Maintaining accurate employee records, including attendance, leave, and payroll inputs.
• Assisting with compliance documentation and audits to ensure adherence to regulations.
• Monitoring health, safety, and labor law compliance at worksites.
• Preparing certificates of service for exiting staff and letters of undertaking for staff processing salary loans.
• Processing staff for ID cards and maintaining the ID tracker.
• Managing personnel files and HR correspondence.
• Monitoring casual workers' contracts and timesheets, ensuring timely payments. 1
• Timely requisitioning of office supplies and managing inventory. 1
• Supporting the organization of work-related seminars, meetings, and events, including taking minutes and sharing them. 1
• Acting as a focal person for visitors and maintaining an accurate filing system for administrative documents. 1
• Managing security" style="border-bottom: 1px dotted #007bff !important;">security guard attendance lists and ensuring timely submission for approval. 1
• Drafting Recruitment Instruction Forms (RIFs) for casual workers and attending to any other duties assigned.

Required Qualifications:
To qualify for the Human Resource & Administration Assistant position, candidates must possess the following qualifications:

• A Bachelor’s degree in Human Resource Management, Industrial Psychology, Business Administration, or a related field.
• Hands-on experience and proficiency in Microsoft Office applications.
• Strong problem-solving abilities and the capacity to work under pressure.
• Ability to work independently and take initiative.
• Excellent interpersonal skills and the ability to collaborate effectively with team members.
• A stable and robust character, demonstrating resilience and adaptability in a dynamic work environment.

Educational Background:
Candidates applying for the Human Resource & Administration Assistant position must have a Bachelor’s degree in a relevant field such as Human Resource Management, Industrial Psychology, Business Administration, or a related discipline. This educational background is essential to ensure that the candidate has a solid understanding of HR principles and practices, as well as the administrative skills necessary for the role.

Experience:
The position requires at least two years of work experience in the field of Human Resources and Administration, preferably within the NGO sector. This experience should include hands-on involvement in HR functions such as recruitment, employee relations, and compliance, as well as administrative tasks that support the overall operations of an organization.

Languages:
Fluency in English is mandatory for this position, as all applications and communications will be conducted in English. Additional language skills may be considered an asset, particularly if they are relevant to the local context or the populations served by DRC.

Additional Notes:
The contract for this position is for a duration of 11 months, with a designated duty station in Bidibidi, Uganda. The expected start date for the role is February 202

• The salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for national employees. Applicants are required to submit a cover letter and an updated CV, with a maximum length of four pages, in English. Applications sent via email will not be considered. The closing date for applications is 31st January 202
• DRC emphasizes a merit-based recruitment process and does not solicit any fees for recruitment. Candidates are encouraged to disregard any solicitation for payment during the application process.