Description

Save the Children Uganda is hiring Human Resources and Administration Officer (2) responsible for providing HR, Administrative, and logistical support to the Country Office and Field Office. He/she supports the HR Coordinator in their role of providing advisory and operational support to staff and Line Managers on a variety of HR, Administration and program functions such as employee relations, welfare, benefits administration, payroll management, recruitment and selection, learning and development, general administrative support and assistance to staff regarding human resources activities, processes, policies, and procedures. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Location: Kampala (1) and Adjumani (1)

KEY AREAS OF ACCOUNTABILITY:

• Assist with the mainstream recruitment process by identifying candidates, conducting reference checks and follow up processes such as planning for all the new hires.
• Participate and manage the interview process and recruitment of volunteers based at country office e
• Support with placement and follow up on new country office hires to ensure they are well and effectively settling in.
• Provide feedback to the unsuccessful candidates after the interview process is complete.
• Support the planning and onboarding process for all new hires, ensuring timely completion of onboarding documentation and Inductions.
• In liaison with the HR Focal Person for Country Office, support the process of tracking performance reviews to ensure compliance.
• Support visits to the field teams as may be required.
• Work as a team member supporting the effective functioning of the HR Team.

Employee Relations, Welfare And Benefits Administration:

• Work with HR Coordinator to ensure all staff in the designated region are added on staff medical, Group Personal Insurance (GPA) and Group Life Assurance (GLA) and follow up with the country Office representative (HR Coordinator) in case of staff pending additions to the schemes.
• Support the HR Coordinator in coordinating trauma and medical support services with the country office team in case of an accident or traumatic incidents in the region.
• Promote awareness of health, safety and the importance of self-care with individuals and groups.
• In coordination with other HR staff, provide administrative requests for staff social events like weddings, etc.
• Support with follow ups for the procurement of IDs and medical cards for staff within 5 working days.
• Support the preparation of administrative staff request such as letters for undertaking, certificates of service among others.

Payroll And Internal Reporting:

• Support in Submitting month payroll changes to the Human Resources Coordinator not later than the 12th day of the month.
• Follow up with staff and Line Managers to ensure timely submission of timesheets and escalate issues to HR country office team for support.
• Provide guidance to exiting staff on separation processes and support the HR Coordinator in ensuring timely payment of benefits.

Office Administration:

• Take overall responsibility for the day to day running of the administration section and logistical support where necessary at the regional office.
• Review, design and implement/coordinate administrative systems that best fit the delivery of Programme activities.
• Ensure that current strategic focus on administration/office procedures/systems, facilities /Security and fleet are disseminated and well understood and adhered to by the field staff.
• Maintain close working relationship with field staff and support sections of the organization for coordination and efficient service delivery.
• Ensure that all staff and visitors in the field offices are well briefed of the administrative procedures and systems in place.

Records Maintenance:

• Ensure all documents and staff correspondences are properly filed on staff personal files.
• Maintain all staff correspondences and documents on the online HR DMS folder.
• In liaison with the HR Focal persons of different locations, conduct periodic staff file audits to identify and close any gaps in staff records.
• Liaise with Regional HR Focal persons to ensure that all staff correspondences are filed on personal files maintained at Country Office.

Volunteer Management System:

• Manage the recruitment process of all Country Office Based Volunteers.
• Updating and reconciling the CBV database Information on VMS CBV system and personnel files.
• Reconcile the Country Office volunteer excel templates and the systems to check for duplicates and missing names.
• Compiling CBV information on files.
• Drafting CBV volunteer contracts and extensions for Country Office.

Health, Safety, And Staff Well-being:

• Coordinate with field teams to ensure staff have access to health and well-being resources, including medical coverage, psychosocial support, and leave entitlements.
• Promote a safe and inclusive working environment, ensuring field staff understand and adhere to health and safety policies.

Other Responsibilities:

• Assist in special HR projects or initiatives that enhance HR service delivery in field locations.
• Keep updated with HR best practices in the humanitarian sector, especially those relevant to field-based work.

To be a strong supporter and advocate for children in this role you will need to have:

QUALIFICATIONS AND EXPERIENCE

• At least a degree in Human Resources, Organizational Psychology, Business Administration or related course.
• A Post Graduate Diploma in Human Resource Management will be an added advantage.
• At least 3 Years relevant working experience in a busy HR environment, preferably within the INGO sector. Experience of 5 to 6 years and above will be added advantage.
• Demonstrated understanding and proficiency in the field of Human Resources Management and ability to work under minimum supervision.
• Good understanding of national legal requirements relating to HR, including labor laws and administrative law.
• Good understanding of employment related statutory requirements, organizational policies, systems and procedures formulation and management.
• Good Interview, negotiation, listening and counselling skills.
• Strong experience within recruitment, operating at different levels of the business, and familiarity with competency models
• Experience and capability with regards to direct sourcing approaches
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• A sensitive approach to advising and mentoring staff and to dealing with critical issues.
• Excellent planning, coordination and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Creative and visionary
• Ability to intervene with crisis management or troubleshooting as necessary.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Computer literacy and excellent documentation skills are a must.
• Excellent time management and planning capacity.
• High level of integrity is required for the role.

• Assist with the mainstream recruitment process by identifying candidates, conducting reference checks and follow up processes such as planning for all the new hires.
• Participate and manage the interview process and recruitment of volunteers based at country office.
• Support with placement and follow up on new country office hires to ensure they are well and effectively settling in.
• Provide feedback to the unsuccessful candidates after the interview process is complete.
• Support the planning and onboarding process for all new hires, ensuring timely completion of onboarding documentation and Inductions.
• In liaison with the HR Focal Person for Country Office, support the process of tracking performance reviews to ensure compliance.
• Support visits to the field teams as may be required.
• Work as a team member supporting the effective functioning of the HR Team.
• Work with HR Coordinator to ensure all staff in the designated region are added on staff medical, Group Personal Insurance (GPA) and Group Life Assurance (GLA) and follow up with the country Office representative (HR Coordinator) in case of staff pending additions to the schemes.
• Support the HR Coordinator in coordinating trauma and medical support services with the country office team in case of an accident or traumatic incidents in the region.
• Promote awareness of health, safety and the importance of self-care with individuals and groups.
• In coordination with other HR staff, provide administrative requests for staff social events like weddings, etc.
• Support with follow ups for the procurement of IDs and medical cards for staff within 5 working days.
• Support the preparation of administrative staff request such as letters for undertaking, certificates of service among others.
• Support in Submitting month payroll changes to the Human Resources Coordinator not later than the 12th day of the month.
• Follow up with staff and Line Managers to ensure timely submission of timesheets and escalate issues to HR country office team for support.
• Provide guidance to exiting staff on separation processes and support the HR Coordinator in ensuring timely payment of benefits.
• Take overall responsibility for the day to day running of the administration section and logistical support where necessary at the regional office.
• Review, design and implement/coordinate administrative systems that best fit the delivery of Programme activities.
• Ensure that current strategic focus on administration/office procedures/systems, facilities /Security and fleet are disseminated and well understood and adhered to by the field staff.
• Maintain close working relationship with field staff and support sections of the organization for coordination and efficient service delivery.
• Ensure that all staff and visitors in the field offices are well briefed of the administrative procedures and systems in place.
• Ensure all documents and staff correspondences are properly filed on staff personal files.
• Maintain all staff correspondences and documents on the online HR DMS folder.
• In liaison with the HR Focal persons of different locations, conduct periodic staff file audits to identify and close any gaps in staff records.
• Liaise with Regional HR Focal persons to ensure that all staff correspondences are filed on personal files maintained at Country Office.
• Manage the recruitment process of all Country Office Based Volunteers.
• Updating and reconciling the CBV database Information on VMS CBV system and personnel files.
• Reconcile the Country Office volunteer excel templates and the systems to check for duplicates and missing names.
• Compiling CBV information on files.
• Drafting CBV volunteer contracts and extensions for Country Office.
• Coordinate with field teams to ensure staff have access to health and well-being resources, including medical coverage, psychosocial support, and leave entitlements.
• Promote a safe and inclusive working environment, ensuring field staff understand and adhere to health and safety policies.
• Assist in special HR projects or initiatives that enhance HR service delivery in field locations.
• Keep updated with HR best practices in the humanitarian sector, especially those relevant to field-based work.

• Good Interview, negotiation, listening and counselling skills.
• Strong experience within recruitment, operating at different levels of the business, and familiarity with competency models
• Experience and capability with regards to direct sourcing approaches
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• A sensitive approach to advising and mentoring staff and to dealing with critical issues.
• Excellent planning, coordination and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Creative and visionary
• Ability to intervene with crisis management or troubleshooting as necessary.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Computer literacy and excellent documentation skills are a must.
• Excellent time management and planning capacity.
• High level of integrity is required for the role.

• At least a degree in Human Resources, Organizational Psychology, Business Administration or related course.
• A Post Graduate Diploma in Human Resource Management will be an added advantage.
• At least 3 Years relevant working experience in a busy HR environment, preferably within the INGO sector. Experience of 5 to 6 years and above will be added advantage.
• Demonstrated understanding and proficiency in the field of Human Resources Management and ability to work under minimum supervision.
• Good understanding of national legal requirements relating to HR, including labor laws and administrative law.
• Good understanding of employment related statutory requirements, organizational policies, systems and procedures formulation and management.