Job Title: HR Officer
Organisation: Marie Stopes International (MSI)
Project Name: USAID Long Term Methods (LTM) Programme
Duty Station: Kampala, Uganda
Reports to: Senior HR Manager
About US:
Marie Stopes International (MSI) is a
global organisation providing personalised contraception and safe post-abortion
care services to women and girls. Our local teams of professionals are
passionate about the work they do in communities across 37 countries. The
services we provide give a woman the power to choose when she has children so
that she is free pursue her plans and dreams for herself and her family.
global organisation providing personalised contraception and safe post-abortion
care services to women and girls. Our local teams of professionals are
passionate about the work they do in communities across 37 countries. The
services we provide give a woman the power to choose when she has children so
that she is free pursue her plans and dreams for herself and her family.
About USAID LTM Programme:
Established in 2008, Marie Stopes
International Uganda (MSI Uganda) is an international branch office of MSI. In
2015, MSI Uganda assumed leadership of the USAID Long Term Methods (LTM)
Programme. The LTM Programme expands
affordable services and choice of the full range of contraceptive choice to
rural and underserved communities through a dynamic mix of mobile clinical
outreach, social franchising and community based distribution. In partnership with the Ministry of Health,
this programme supports the long term capacity of public and private sector
providers to deliver high quality FP counselling and services.
International Uganda (MSI Uganda) is an international branch office of MSI. In
2015, MSI Uganda assumed leadership of the USAID Long Term Methods (LTM)
Programme. The LTM Programme expands
affordable services and choice of the full range of contraceptive choice to
rural and underserved communities through a dynamic mix of mobile clinical
outreach, social franchising and community based distribution. In partnership with the Ministry of Health,
this programme supports the long term capacity of public and private sector
providers to deliver high quality FP counselling and services.
Job Summary: The HR Officer will actively support the delivery
of an effective HR Operations service to MSI U staff through the provision of
timely HR operational support in the key areas of pay and benefits; staff
information and archiving; health and safety; logistics support to training.
of an effective HR Operations service to MSI U staff through the provision of
timely HR operational support in the key areas of pay and benefits; staff
information and archiving; health and safety; logistics support to training.
Key Duties and Responsibilities:
1.
Timely administration and operational support of all matters related to pay and
benefits:
Timely administration and operational support of all matters related to pay and
benefits:
·
Salary
and Statutory Requirements Administration of MSI U staff
Salary
and Statutory Requirements Administration of MSI U staff
·
When
requested by line management prepare accurate correspondence to staff in
relation pay and benefits, recruitment terms etc
When
requested by line management prepare accurate correspondence to staff in
relation pay and benefits, recruitment terms etc
·
Ensure
that timesheets system is established and all staff trained
Ensure
that timesheets system is established and all staff trained
·
Collect
and reconcile timesheets each month
Collect
and reconcile timesheets each month
·
Responsible
for weekly reconciliation of attendance records
Responsible
for weekly reconciliation of attendance records
·
Maintain
an accurate staff list
Maintain
an accurate staff list
·
Provide
required information for the payroll preparation by XX of each month
Provide
required information for the payroll preparation by XX of each month
·
When
requested prepare letters introducing staff to banks for account opening
When
requested prepare letters introducing staff to banks for account opening
·
Obtain
information from staff who are pursuing bank salary based loans and prepare the
bank introduction letters for signature
Obtain
information from staff who are pursuing bank salary based loans and prepare the
bank introduction letters for signature
·
Ensure
all staff have NSSF numbers on file and facilitate those who do not have NSSF
numbers to register (capture new NSSF number)
Ensure
all staff have NSSF numbers on file and facilitate those who do not have NSSF
numbers to register (capture new NSSF number)
·
Enter
NSSF registration numbers in electronic database and or in employee personnel
files; ensure Finance has current and accurate list of employee NSSF numbers
Enter
NSSF registration numbers in electronic database and or in employee personnel
files; ensure Finance has current and accurate list of employee NSSF numbers
·
Inform
the insurance company whenever a new staff joins
Inform
the insurance company whenever a new staff joins
·
Routinely
inform the insurance company whenever an accident occurs
Routinely
inform the insurance company whenever an accident occurs
·
Ensures
that Group Personal Accident Insurance is in place for all staff and initiates
and follows up insurance claims as needed
Ensures
that Group Personal Accident Insurance is in place for all staff and initiates
and follows up insurance claims as needed
·
The HR
Officer will support the collection of all documentation required for health
insurance renewals and alert manager of renewal cycle and needs of all
The HR
Officer will support the collection of all documentation required for health
insurance renewals and alert manager of renewal cycle and needs of all
2.
Timely and effective support to staff needing information
Timely and effective support to staff needing information
Policy
Information
Information
·
In charge
of preparing information sheets as requested on any matter of policy affecting
them
In charge
of preparing information sheets as requested on any matter of policy affecting
them
·
Pay
and Benefits queries
Pay
and Benefits queries
·
Support
staff in understanding the statutory deductions presented on their payslips
Support
staff in understanding the statutory deductions presented on their payslips
·
Pursue
pay and benefits queries posed by staff
Pursue
pay and benefits queries posed by staff
·
Routinely
communicate a clear and current understanding of the Workers Compensation,
health insurance and other insurance policies held by MSIU
Routinely
communicate a clear and current understanding of the Workers Compensation,
health insurance and other insurance policies held by MSIU
·
Guide
staff onto obtaining their NSSF statements
Guide
staff onto obtaining their NSSF statements
·
Assist
injured staff member complete treatment procedures and forms
Assist
injured staff member complete treatment procedures and forms
·
Initiate,
follow-up and document all employee benefit claims
Initiate,
follow-up and document all employee benefit claims
·
Initiate,
follow-up, and document death benefit claims for deceased staff as soon as the
relevant information is received and confirmed
Initiate,
follow-up, and document death benefit claims for deceased staff as soon as the
relevant information is received and confirmed
·
Handle
all registration of new eligible staff who join MSIU after renewal (during the
year)
Handle
all registration of new eligible staff who join MSIU after renewal (during the
year)
Opportunities
and Exit
and Exit
·
Circulate
information regarding opportunities arising in MSIU to all staff
Circulate
information regarding opportunities arising in MSIU to all staff
·
Carry
out exit interviews when requested
Carry
out exit interviews when requested
·
Ensure
that exiting staff complete the available documentation and all MSIU property is returned before the last day
of work (fully document)
Ensure
that exiting staff complete the available documentation and all MSIU property is returned before the last day
of work (fully document)
Events:
Suggest and
support team motivational and other events
Suggest and
support team motivational and other events
3.
Management of all staff records and archiving;
Management of all staff records and archiving;
Employee
Files and Staff Lists
Files and Staff Lists
·
Ensure
that staff personnel files are current and complete
Ensure
that staff personnel files are current and complete
·
All
staff lists are up to date and circulated to appropriate departments
All
staff lists are up to date and circulated to appropriate departments
·
All
staff have contact details for senior staff
All
staff have contact details for senior staff
·
Send
a monthly report detailing leavers and joiners of the organisation and reasons
for the staff turnover
Send
a monthly report detailing leavers and joiners of the organisation and reasons
for the staff turnover
Leave
Plans and Records
Plans and Records
·
Prepare
annual leave plans and present 30th January
Prepare
annual leave plans and present 30th January
·
Ensure
that all leave taken is appropriately recorded and report monthly
Ensure
that all leave taken is appropriately recorded and report monthly
·
Capture
staff leave into the available HR database
Capture
staff leave into the available HR database
·
Work
in liaison with Finance department to reconcile leave compensation entitlements
upon exit of the staff
Work
in liaison with Finance department to reconcile leave compensation entitlements
upon exit of the staff
4.
Management of health and safety and logistics support to training and staff
movement
Management of health and safety and logistics support to training and staff
movement
Health
and Safety
and Safety
·
Update
guidance for visitors
Update
guidance for visitors
·
Check
offices for safety and security
Check
offices for safety and security
Learning
and Development
and Development
·
Offer
timely logistical support (venue, invites, materials etc) to trainings as
requested
Offer
timely logistical support (venue, invites, materials etc) to trainings as
requested
·
Manage
petty cash associated with training costs according to approved budget
paperwork
Manage
petty cash associated with training costs according to approved budget
paperwork
·
Collect
reports of all trainings and monitor against approved training plan
Collect
reports of all trainings and monitor against approved training plan
·
Document
all trainings and all staff meetings (attendance registers)
Document
all trainings and all staff meetings (attendance registers)
·
Archive
all capacity building, training and meeting documentation
Archive
all capacity building, training and meeting documentation
Qualifications, Skills and Experience:
·
The ideal
candidate for the HR Officer vacancy should hold a relevant degree or
experience in HR administration or related field
The ideal
candidate for the HR Officer vacancy should hold a relevant degree or
experience in HR administration or related field
·
Excellent
written and oral English communication skills
Excellent
written and oral English communication skills
·
Demonstrated
experience in HR support in a busy organisation with staff based in multiple
locations
Demonstrated
experience in HR support in a busy organisation with staff based in multiple
locations
·
Basic
knowledge and understanding of National legal requirements relating to HR,
including labour laws and administrative law.
Basic
knowledge and understanding of National legal requirements relating to HR,
including labour laws and administrative law.
·
Working
knowledge of or ability to learn and adapt to the organizational policies,
systems and procedures.
Working
knowledge of or ability to learn and adapt to the organizational policies,
systems and procedures.
·
Possess
the ability to work with little or no supervision
Possess
the ability to work with little or no supervision
·
Sense
of fairness and equity in handling HR issues
Sense
of fairness and equity in handling HR issues
·
Absolute
discretion and a high sense of confidentiality
Absolute
discretion and a high sense of confidentiality
·
Be a
good team player with good interpersonal and communication skills
Be a
good team player with good interpersonal and communication skills
·
Knowledge
of more than one Ugandan language is desirable
Knowledge
of more than one Ugandan language is desirable
Personal Competencies
·
Initiative: Thinking ahead and taking action to make
the most of opportunities by finding the optimum solution
Initiative: Thinking ahead and taking action to make
the most of opportunities by finding the optimum solution
·
Innovative: Thinking creatively and outside of the
box so that ideas generated create a positive outcome
Innovative: Thinking creatively and outside of the
box so that ideas generated create a positive outcome
·
Effective Communication: Communicating through active listening
and good questioning techniques, using appropriate body language, ensuring
information is clear and concise.
Effective Communication: Communicating through active listening
and good questioning techniques, using appropriate body language, ensuring
information is clear and concise.
·
Responsive: Being responsive to changing priorities
and demands
Responsive: Being responsive to changing priorities
and demands
·
Working Efficiently: Planning, prioritising and organising
work to ensure work is accurate and deadlines are met
Working Efficiently: Planning, prioritising and organising
work to ensure work is accurate and deadlines are met
·
Sharing Information: Sharing information and knowledge whilst
maintaining confidentiality
Sharing Information: Sharing information and knowledge whilst
maintaining confidentiality
·
Focus on Learning: Taking responsibility for keeping
knowledge and skills updated and for seeking opportunities to develop further
Focus on Learning: Taking responsibility for keeping
knowledge and skills updated and for seeking opportunities to develop further
·
Commitment: Awareness and understanding of goals,
vision and values and how your role impacts on this and going the extra mile to
meet role requirements
Commitment: Awareness and understanding of goals,
vision and values and how your role impacts on this and going the extra mile to
meet role requirements
·
Driven: Drive and determination to deliver
results
Driven: Drive and determination to deliver
results
·
Accountable: Taking responsibility for appropriate
decisions that you make, and the actions and behaviour you demonstrate
Accountable: Taking responsibility for appropriate
decisions that you make, and the actions and behaviour you demonstrate
·
Embracing Change: Openness to embracing change within the
organisation and being able to adjust plans/activities accordingly
Embracing Change: Openness to embracing change within the
organisation and being able to adjust plans/activities accordingly
·
Motivated: Motivation towards achieving quality
results to maximise potential
Motivated: Motivation towards achieving quality
results to maximise potential
·
Team Player: Working as part of a team by being
supportive, flexible and showing respect for each other
Team Player: Working as part of a team by being
supportive, flexible and showing respect for each other
The HR Officer is required to demonstrate
MSIU’s core values of:
MSIU’s core values of:
·
Accountability
of all staff to each other and our clients and stakeholders
Accountability
of all staff to each other and our clients and stakeholders
·
Equality
of opportunity and access
Equality
of opportunity and access
·
Value
for money in the management of our resources
Value
for money in the management of our resources
How to Apply:
All suitably qualified and interested
candidates should send an updated CV and cover letter via email to: [email protected], quoting the position reference
number.
candidates should send an updated CV and cover letter via email to: [email protected], quoting the position reference
number.
Deadline: Friday, 10th July 2015
by 5.00pm
by 5.00pm
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