The HR and Admin Officer will manage the day-to-day administration and human resources activities affecting all staff and offices within the program. The position requires interpretation and application of HR and Admin policies; rules and regulations; facilitation and implementation of internal procedures, processes, and systems. The HR and Admin Officer is a key member of the B4R Operations Team and promotes a collaborative, client-oriented approach, contributes to the maintenance of high staff morale, and promotes an effective and efficient work environment.

Essential Duties

Human Resources Management

• Oversees human resource management, logistics and administration to the project, requesting direction from RTI regional office in Nairobi.
• Oversee all Human Resources functions including, hiring, onboarding, employment agreement preparations, HR file management, Dynamic Development (as requested), and exit procedures.
• Maintains personnel records for staff in compliance with RTI policies.
• Organizes on-boarding and placement process for new staff and enrolments in benefits. Primary point of contact with benefit vendors – help manage these policies to ensure maximum value for staff and RTI.
• Track Private Medical Insurance (PMI) expiry dates and follow up on renewals.
• Guide the project leadership team compensation planning and HR adjustment on Job Grading according to approved RTI matrix.
• Manages leave-tracking system for annual, sick or other leave.
• Support the professional development of project staff.
• Establish and update a Uganda B4R HR tracker and contacts database.
• Support the payroll process by ensuring that correct data is provided to the finance department, including ensuring timely timesheet submission.
• Maintain HR (non-personnel) files.
• Coordinates activities and works in strong partnership with Regional HR staff and other in-country HR staff as needed.
• Other duties as assigned by the supervisor.

Administrative Management

• Oversees “front-office” activities including reception, office supplies, service and lease contracts for office cleaning/maintenance, etc.
• Maintains staff contact list, org chart, and safety and security phone tree
• Maintains hotel list and ensures bookings for staff are confirmed prior to travel.
• Coordinates logistics for visitors – hotel bookings, transport, etc.
• Maintains program’s safety and security resources and helps build staff capacity around safety and security.
• Reviews weekly meeting notes and disseminates to staff in a timely manner.
• Develops and maintains system for booking office meeting rooms.
• Assists with logistics for Kampala-based meetings/workshops
• Develops and manages filing systems for administration records including stores records
• Maintains office services by organizing office operations and procedures; managing correspondences between departments; designing filing systems; supporting the reviewing and approving of supply requisitions; assigning and monitoring clerical functions.

Minimum Required Education & Experience

A Master’s degree with 3 years or a Bachelor’s degree with 6 years of relevant working experience in Human Resources and/or Administration is required preferably with a busy international organization.

At least six (6) years’ experience in area of human resources administration.

At least three (3) years’ experience in a supervisory position – in area of human resources or administration.

Skills & Abilities

• Mature individual who possesses strong interpersonal/relationship building skills.
• Strong leadership, analytical and organizational skills; demonstrated ability to direct a team and subordinates, be able to work independently, and manage a variety of activities with attention to detail.
• Ability to understand and interpret policies and procedures as well as the ability to apply them with consistency in a variety of circumstances.
• Creative and innovative critical thinking and problem solving skills.
• Demonstrates commitment to RTI’s mission, vision and values.
• Excellent cross-cultural communication and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, clients and consultants.
• Provides helpful feedback and advice to others in the office.
• Consistently approaches work with energy and a positive, constructive attitude and focuses on result for the client(s).
• Solicits feedback from staff about the impact of his/her own behaviour and responds positively to critical feedback and differing points of view.
• Advanced skills in Excel spreadsheets, as well as Word; comfortable in a Windows PC environment.
• Excellent verbal and written communication skills in English.
• Willingness to work long hours when required.
• Ability to work under pressure and meet deadlines for reporting.
• Knowledge of USG and any other key development agencies Rules and Regulations is an advantage.
• S hould be conversant with current HR management principles and practices in Uganda.
• Results oriented
• Collaboration

Physical/Mental Demands

• Ability to understand, interpret and implement policies, rules and regulations
• Fastlearner
• Ability to concentrate in long formal meetings and make reports thereof
• Flexibility to travel within the GAPP districts and work well with public officers
• Proven excellent conflict management skills
• Flexibility to work outside of normal hours sometimes
• Dependability, empathy, reliability and high integrity