Administrative and Compliance Officer

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Position Title: Administrative and Compliance Officer
Location: Kampala
Country: Uganda
Deadline Date: 13th March 2025

Job Details

Job Posting Organization:
The Danish Refugee Council (DRC) is a humanitarian organization that provides assistance and support to refugees and displaced persons around the world. Established in 1956, DRC operates in multiple countries, focusing on protecting the rights of refugees and ensuring their access to essential services. The organization employs thousands of staff globally, working in various sectors including emergency response, livelihood support, and advocacy for refugee rights. DRC is committed to upholding humanitarian principles and delivering effective assistance to those in need, while also promoting sustainable solutions for displaced populations.

Job Overview:
The Administrative and Compliance Officer plays a crucial role in ensuring that the Danish Refugee Council operates efficiently and in compliance with all relevant laws and internal policies. This position is responsible for managing a variety of administrative tasks while conducting compliance audits to identify potential risks. The officer will educate employees on compliance standards and report any non-compliance issues to management, acting as a gatekeeper for ethical conduct within the organization. Additionally, the officer will provide general administrative support to the Kampala office, ensuring that all operational processes run smoothly and effectively. The role requires a proactive approach to problem-solving and a strong understanding of compliance issues, particularly within the context of the NGO sector.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and Compliance Officer include, but are not limited to:

• Administration: - Collaborate with finance, logistics, and program departments to ensure timely procurement of office supplies. - Assist in the logistical preparation for events such as workshops and meetings. - Manage travel arrangements for DRC staff, including booking hotels and flights for both national and international travel. - Handle official correspondence and maintain accurate records. - Oversee maintenance and rent payments for the office, including repairs and scheduled services. - Ensure timely follow-up on deposits for expatriate housing and coordinate with landlords and the finance department. - Prepare payment requests for administrative and compliance invoices, ensuring timely reconciliations. - Maintain accurate records of administrative files on the online portal. - Manage staff health insurance and workmen’s compensation. - Perform any other duties assigned by the supervisor.
• Compliance: - Liaise with external agencies regarding compliance matters. - Support the processing of work permits and visas for expatriates. - Assist in securing NSSF and TIN numbers for expatriates. - Act as the focal point for expatriates’ work status in Uganda, tracking work permit applications and ensuring compliance with external authorities. - Ensure timely reporting to relevant authorities and submission of renewal applications for operational documents. - Identify and flag any legal compliance risks to senior management.

Required Qualifications:
The ideal candidate for the Administrative and Compliance Officer position should possess the following qualifications: - A Bachelor’s degree in Human Resource Management or Law. - A minimum of 3 years of working experience in administration and compliance, preferably within the NGO sector. - Strong knowledge of Ugandan law and a good understanding of the administrative environment. - Familiarity with compliance issues and the workings of a compliance team. - Proficiency in Microsoft Office programs, particularly Excel and Word. - Experience with ERP systems is an advantage. - Cultural sensitivity and the ability to work effectively in a cross-cultural environment. - Full professional proficiency in English is mandatory.

Educational Background:
Candidates must have a Bachelor’s degree in either Human Resource Management or Law. This educational background is essential to ensure that the candidate has a solid understanding of the legal and administrative frameworks relevant to the role, particularly in the context of compliance within the NGO sector.

Experience:
The position requires a minimum of 3 years of relevant working experience in administration and compliance, ideally within the NGO sector. This experience should include a demonstrated understanding of compliance principles, administrative processes, and the ability to navigate the complexities of working in a humanitarian organization.

Languages:
Full professional proficiency in English is mandatory for this position. Knowledge of additional languages may be considered an asset, particularly if they are relevant to the local context or the populations served by the organization.

Additional Notes:
The contract for this position is for a duration of 12 months, with the possibility of extension based on performance and funding. The position is classified under Band H1, and the designated duty station is Kampala, Uganda. The start date for this role is as soon as possible. Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for national employees, which can be found on their official website. All applicants are required to submit a cover letter and an updated CV in English, with a maximum length of four pages. Applications sent via email will not be considered, and the closing date for applications is set for 13th March 2025.