Admin/HR Assistant Lutheran World Federation

Under the guidance of the HR Officer and the Senior Officer Logistics, Safety and Security, the Admin/HR Assistant supports the HR / Administrative and logistics functions/ activities professionally within the established LWF Uganda procedures and guidelines.

Main Duties & Responsibilities:
Human Resource Management
• Assist in the coordination of the recruitment interview process that includes ensuring the interview venue is properly set, documents prepared and computers are available;
• Manage the HR department filing system and review personnel files against the HR checklist for accuracy and completeness of personnel records. Open new files and recommend old files for closing and arrange / manage orientation ensuring that staff records are complete, and kept confidential.
• Ensure all employees are issued Identity and medical cards, and that those who exit LWF surrender the cards before clearance.

Maintain a staff training record database and training events calendar;
• Manage staff Leave by updating staff leave records, preparing monthly Leave report summaries for all staff, and generating the Leave reports each month.
• Maintain contracts/agreements schedules for employees ensuring that agreements are renewed timely at the expiry following a systematic process.
• Assist in ensuring that appraisals are done efficiently and on time.
• Supervise the Office Assistants and Guards/Gardeners while ensuring adequate performance.

Administration
• Manage the front desk and ensure that the area is clean, tidy and orderly while handling visitors professionally.
• Handle all incoming calls while maintaining excellent telephone etiquette.
• Receiving and screening general office emails and re-routing them to appropriate officers.

Ensure availability, proper use of, and maintenance of office supplies and utilities;
• Oversee and monitor the proper use and maintenance of office facilities and equipment and ensure availability of required consumables.
• Handle internal and external mail/courier distribution, delivery, and dispatch efficiently and maintain a register for that purpose.

Maintain a visitor’s book and ensure it is readily available and in use.
• Ensure that travel arrangements, conference venue bookings, meeting arrangements, accommodation booking for staff from other programs and other official visitors are provided in a timely and reliable fashion.
• Ensure that all Country office utility bills and subscriptions are paid on time.
• Assisting the procurement team where necessary.

Manage and oversee the office central consumable store ensuring that there is proper record keeping, management of items and the appropriate reports produced;
• Receiving, checking and signing delivery notes upon receipt of goods while ensuring that the correct quality and quantity of stock is delivered.
• Receiving, verifiing, and recording office supplies and maintaining accurate records of their usage.
• Performing any other duties assigned by the supervisor.

Education, Qualifications & Experience Required:
• A university Degree in Human Resources Management, Bussines Administration, Secretarial Studies, Social Work, Social Sciences, Development Studies or any other relevant field of study;
• At least 2 years of experience in administration/ HR work in a busy environment is required;
• Proven knowledge and experience in administration/HR and front desk management.

Special Skills, Aptitude, or Personality Requirements:
• Problem Solving and Decision-Making skills; Good interpersonal skills and excellent negotiation skills; Excellent English Language (both written and spoken);
• Microsoft Office Suite
• Ability to work under pressure to meet tight deadlines; Good team worker with good communication skills;
• Ability to exercise sound judgment, remain flexible in a changing environment and make decisions independently.