Job Title: Human Resources Assistant
Organisation: Marie Stopes
International (MSI)
International (MSI)
Project Name: USAID Long
Term Methods (LTM) Programme
Term Methods (LTM) Programme
Reports to: Human
Resources Officer
Resources Officer
Duty Station: Kampala,
Uganda
Uganda
About US:
Marie Stopes
International (MSI) is an international non-profit 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.
International (MSI) is an international non-profit 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.
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.
Job Summary: The Human
Resources Assistant will be responsible for through the provision of support
the implementation of HR Operational service to Marie Stopes International
(MSI) Uganda staff through timely HR operational support in the key areas of
staff benefits; staff information and archiving.
Resources Assistant will be responsible for through the provision of support
the implementation of HR Operational service to Marie Stopes International
(MSI) Uganda staff through timely HR operational support in the key areas of
staff benefits; staff information and archiving.
Key Duties and Responsibilities:
1.
Timely support of staff welfare, benefits and working tools:
Timely support of staff welfare, benefits and working tools:
·
Ensure that all staff are subscribed on the health
insurance scheme and have functional insurance cards
Ensure that all staff are subscribed on the health
insurance scheme and have functional insurance cards
·
Expeditiously follow up on staff uniforms, name tags
etc
Expeditiously follow up on staff uniforms, name tags
etc
·
Work closely with the Administration Office to
provide working equipment to all the new joiners
Work closely with the Administration Office to
provide working equipment to all the new joiners
·
Draft loan recommendation letters for staff
Draft loan recommendation letters for staff
·
The incumbent will draft account opening letters for
staff
The incumbent will draft account opening letters for
staff
2.
Timely and effective support to staff information:
Timely and effective support to staff information:
·
Organize bi-monthly staff meetings
Organize bi-monthly staff meetings
·
Take minutes and circulate them timely prior to the
following meeting
Take minutes and circulate them timely prior to the
following meeting
·
Follow up on action points that arise during the
staff meetings
Follow up on action points that arise during the
staff meetings
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
·
Ensure that all staff have contact details for
senior staff
Ensure that 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 closely with Finance department to reconcile
leave compensation entitlements upon exit of the staff
Work closely with Finance department to reconcile
leave compensation entitlements upon exit of the staff
Qualifications, Skills and Experience:
·
The ideal candidate for the Human Resource Assistant
vacancy should hold one to two years’ experience
in HR administration or related field
The ideal candidate for the Human Resource Assistant
vacancy should hold one to two years’ experience
in HR administration or related field
·
Prior exposure and experience in HR support in a
busy organisation with staff based in multiple locations
Prior exposure and experience in HR support in a
busy organisation with staff based in multiple locations
·
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
·
Ability to work with little or no supervision
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
Be a good team player
·
Excellent interpersonal and communication skills
Excellent interpersonal and communication skills
·
Excellent written and oral English communication
skills
Excellent written and oral English communication
skills
·
Proficient in more than one Ugandan language
desirable
Proficient in more than one Ugandan language
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 Human
Resources Assistant is required to demonstrate MSI Uganda’s core values of:
Resources Assistant is required to demonstrate MSI Uganda’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 are encouraged to send their electronic
applications including a cover letter, updated CV and academic documents via
E-mail to: [email protected].
qualified and interested candidates are encouraged to send their electronic
applications including a cover letter, updated CV and academic documents via
E-mail to: [email protected].
Deadline: 21st September, 2015
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