Human Resources Officer – Uganda (National)

Position Title: Human Resources Officer

Reports To: Human Resources Manager

Supervises: Senior Human Resources Assistant

Division: CWS Africa

Department: Administration

Team: Country Office/Uganda

Job Location: Kampala Uganda

Grade Level: Grade 5, Officer, National

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is responsible for the administration and management of staff welfare and supports recruitment including conducting (QC) quality control of HR documents and procedures. The HR Officer operates as a generalist and carries out responsibilities in the following functional areas: departmental development, Human Resources Information System (HRIS), supports recruitment and retention, employee relations, training and development and benefits administration. The HR Officer manages the administration of the human resources policies, procedures, and programs. The Human Resources Officer coordinates implementation of services, policies, and programs through Human Resources staff

Key relationships

Internal to CWS

• Human Resources Manager
• Senior management team
• Uganda programs team
• Uganda operations team

External

• CWS vendors and service providers

Working Environment

• Primarily in-office.
• Periodic travel to the field as may be required.

Core Job Responsibilities

Leadership and Management (15%)

• Manage the performance, staff care and attendance of staff they supervise.
• Monitors and ensures a safe, healthy and professional work environment for the staff they supervise and ensuring that working resources are available.
• Actively supports staff by promoting safe space, open-door policy and the escalation policy and ensuring they comply with CWS policies.

Compliance (30%)

• Support the HR Manager in ensuring that all HR functions and processes are comply with CWS Policy, donor policy and employment legislation.
• Conduct quality check before a new employee report to work by verifying the Certificate of Good Conduct/Police Clearance Certificate/MIE and conduct background checks and Hire right for international staff.
• Ensure statutory documents are provided and relevant forms filled by the new hire.

Data management (20%)

• Ensure timely and accurate entry of employee data regarding initial hire, transfers, promotion and terminations, on to the established Human Resource Information Systems (HRIS) and ensure the same is captured in the payroll system.
• Maintain an accurate staff/dependent medical list on monthly basis and update payroll office on the deductions to be made.
• Track applicant flow, maintain eligibility list (in liaison with hiring manager) of qualified candidates for future consideration.
• Support in collection and analysis of any HR related data.
• Manage both the hard copy and e -personnel files ensuring information is upto date, accessible, strictly adhering to confidentiality.

Administration (30%)

• Participate in the end-to-end Recruitment Cycle (post vacancies, short-list CV’s, arrange interviews, maintain candidate employment applications, conduct reference checks, extend offers, send regrets letters to unsuccessful applicants, update recruitment report, etc.)
• Conduct new hire on-boarding ensuring the new hires have understood the policies and procedures, sign offs and other on-boarding materials.
• Update the staff list when there has been staff changes (new hires, promotions, deletions, etc. and save the same on the file server by end of every month.
• Prepare staff contracts and monitor expiry of the same. Liaise with managers/head of units to update them of the same. Work with your supervisors, to identify and notify staff in advance of the contracts that are not being renewed.
• Manage staff medical and other insurance coverage including the following:

1. Enrolment, deletions, issuance of medical cards, trainings, debits, credits, evacuations.
2. Establishment of schedules for all medical and other insurance renewals, monitor and record timelines.
3. Keeps a track of payments made to the different insurances on yearly basis. Share the payment report on quarterly basis.
4. Ensure field staff and any other traveling staffs are informed of the relevant travel vaccinations to be taken and facilitate the same for a group.
5. Work with HRM to ensure international staff/dependents have been enrolled on medical and other insurances accordingly and provide support to international staff in Africa.

Any other duties(5%)

Any other duties that may be assigned from time to time.

Qualifications:

Experience:

• At least Four (4) years of paid relevant work experience required.
• Supervisory experience preferred.
• Knowledge of employment legislation required.
• Previous experience working with an International NGO strongly desired.

Skills:

• Highly proficient in Excel and PowerPoint.
• Skilled at learning new technologies quickly.
• Skilled at analysing processes and translating them into automated solutions.
• Committed to exceptional customer service.
• Skilled at multi-tasking and comfortable with ambiguity.
• Skilled at working in a matrix structure.
• Highly collaborative.
• Committed to and conform with the organization’s mission.

Abilities:

• Communicate effectively both orally and in writing in English language;
• Maintain high level of confidentiality and integrity of personnel records;
• Interpret and apply good HR practice and principles with good judgment;
• Manage large and diverse workload under pressure with competing priorities;
• Contribute to the US Government Operational Refugee Processing Program in Africa and entire CWS Africa programs.
• Demonstrated strong computer skills, especially Microsoft Excel
• Demonstrated organizational and time management skills
• Ability to work as a member of a team in a multi-cultural environment
• Ability to manage a large and diverse workload under pressure with competing priorities
• Ability to maintain high performance standards with strict attention to detail
• Ability to follow instructions from the Supervisor with a positive and receptive attitude
• Ability to conduct oneself in a professional and courteous manner to represent the best interests of CWS Africa.
• Understands how to deliver and support robust compensation & benefits programs.
• Has the ability to be a member of the HR Team that delivers and supports best practice employee relations to all staff.

Education & Certifications:

• Bachelor’s degree in human resource management or related field, with at least 4 years of paid related work experience. Required
• A member of Human Resource Management association or related preferred.
  • Strong English communication skills, both written and oral.

Important Requirements:

• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• COVID Vaccination is a requirement for all successful candidates
• This position is based in (Kampala, Uganda)
• This position requires use of laptops at all times, competence in Microsoft office packages is required.
• Background check which includes references, and an educational and criminal check is required before the start of employment.
• Employee may be entrusted with the receipt, custody and payment of funds when necessary to carry-out program needs.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• Full time: All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.

Please Note – CWS recruitment is free of charge.

Church World Service (CWS) does not charge fees of any kind during the recruitment process (Submission of application, interviews, assessments, training, etc.). Any solicitation of funds should be reported to [email protected].