Human Resource and Administration Manager

The Human Resource and Administration Manager will lead and manage the HR function for DRC in Uganda, providing overall advice, coordination, and management to the HR team at the Country Office in Kampala and technical HR support to field offices. The role ensures compliance with DRC policies and contributes to the development of country strategies and operational support.

Responsibilities

• Lead and manage the Human Resources and Admin teams including people planning, performance, well-being and development
• Ensure close coordination and advice from HR Legal Advisors in country
• Provide technical support, advice and capacity build the Human Resources team
• Provide technical support and guidance to managers on all Human Resources related issues
• Ensure proper and timely support is provided to the area offices
• Ensure that a HR strategy and workplan is in place for the Country Operation in coordination with the Regional HR team
• Work closely with the Senior Management Team on HR strategies and direction for the country operation
• Planning and budgeting for the HR function in the country
• Ensure managers have updated job descriptions for their employees
• Ensure oversight and consistency in position titles and grades across all field locations
• Support managers in people planning, succession planning and mobility within DRC country operation(s)
• Support management in restructuring and downsizing
• Ensure that Recruitment process and tools are implemented and understood by hiring managers in the Country Operation
• Support recruitments by doing compliance checks on Job descriptions, developing vacancy notes, advertising positions, longlisting, coordinate written tests when relevant, conducting interviews, doing reference checks, maintaining recruitment records
• Provide bi-weekly updates to Senior Management Team on progress of recruitment
• Lead the induction process of new recruitments ensuring quality and content adheres with DRC standards
• Manage the full contract process for national employees including contracts, extensions, addendums, and resignations
• Request international contracts from HR Headquarters
• Lead salary benchmark process every two years or more frequently if needed
• Administer payroll for national staff
• Ensure secure and systematic HR filing systems are in place
• Ensure the annual performance and development process is in place and well understood by managers and staff
• Ensure both probation and performance appraisals are done in the country operation by monitoring Dynamics
• Advise managers on due process when dealing with poor performance and disciplinary issues
• Prepare legally compliant letters in consultation with internal or external legal advisors
• Ensure exit interviews are conducted
• Ensure exit forms are issued and sent to exiting employees
• Develop training plans
• Participate in localization of R&R and Housing policy
• Ensure maintenance and communication of staff insurance
• Provide guidance on available staff welfare resources for expatriates and national staff
• Ensure that Managers are trained on the DRC Voices and their responsibility in following up
• Ensure support for managers on action plans for DRC Voices
• Lead people well-being initiatives
• Ensure Localization of global policies where needed
• Ensure HR Compliance checks are done at least once per year
• Maintain and update HR policies as necessary, providing advice and information to staff of any changes to policies
• Work closely with Regional Office and Head Quarters for review and endorsement of HR policies and tools
• Ensure that monthly departmental KPIs are followed up and a monthly report is submitted to HoSS
• Ensure that all the working tools and trackers in HR department are regularly updated and disseminated
• Ensure managers are trained on the necessary tools and procedures within people management
• Ensure effective and efficient management of office administration policies, systems, and procedures
• Maintain an up-to-date database of contracts to track rental instalments, notice periods, renewals, deposits, and municipality tax payments
• Ensure all contracts (property, office rentals, international staff housing) are prepared/extended on time
• Manage pre- and post-paid phone lines in accordance with policies
• Control and issue keys for offices and guest houses, ID cards
• Ensure regular supply and tracking of office stationery and supplies, cleaning, and kitchen products
• Work closely with finance to ensure all requisite benefits are captured on all staff records, reconciling these with vendor invoices
• Coordinate pre-arrival process, travel arrangements, logistics, and visa support for expats
• Ensure proper application of Enterprise Resource Planning (HR) processes in the country
• Ensure HR data is up to date in Dynamics
• Apply reports and data analytics from ERP system to improve performance in the country
• Ensure that Country ERP support is in place (i.e. super users)
• Accountable for achieving DRC’s strategic goals and objectives within the area of responsibility
• Accountable for making significant decisions on the unit’s purpose, functions and role, and for making commitments and decisions that require expenditure of significant unit resources
• Accountable for people management of direct reports, including exit management, objective setting, probation, performance appraisal, development of staff, managing performance including poor performance
• Accountable for making sound decisions based on DRC policies, Minimum Operating Procedures, standards, and advice of technical experts

Requirements

• Bachelor’s Degree in Human Resource Management, Business or Social Science Degree specializing in HR
• Minimum 6 years working experience in HR in Humanitarian organisations
• At least 2 years in a senior HR management role within an International Non-Government Organization
• Demonstrated understanding and working knowledge/experience of Human Resources Management principles, concepts & processes
• Excellent skills in handling and advising on complex people management issues
• Excellent inter-personal and communication skills with ability to engage with all levels of staff in a cross-cultural environment
• Good facilitation skills and ability to deliver induction briefing/training
• Highly organized with strong attention to detail
• Fluency in written & Spoken English
• Master's degree is an added advantage

Skills

• Human Resources Management
• HR Policy Implementation
• People Management
• HR Advisory Services
• Induction Training
• Facilitation Skills
• Cross-Cultural Communication
• Senior HR Management
• Humanitarian HR Practices
• HR Team Leadership
• Operational HR Support

Languages

English