Human Resource Assistant Non-profit Jobs – Innovations for Poverty Action (IPA)

Job Title:          Human Resource Assistant
Organization: Innovations for Poverty Action (IPA)
Duty Station: Kampala, Uganda
Reports to: Human Resource and Operations Manager
About Us:
Innovations for Poverty Action (IPA) is a research and policy non-profit that discovers and promotes effective solutions to global poverty problems. IPA brings together researchers and decision-makers to design, rigorously evaluate, and refine these solutions and their applications, ensuring that the evidence created is used to improve the lives of the world’s poor.
Job Summary: The Human Resource Assistant (HRA) will support the Human Resource and Operations Manager in the administrative management of Human Resource functions at IPAU for both full time salaried staffs and hired consultants. The Human Resource Assistant will support the HR Manager to ensure that HR issues are carried out efficiently and effectively, based on the IPA policies and procedures, statutory legal requirements of the government of Uganda and donor guidelines.
Key Duties and Responsibilities:   
Managing the HR filing system and staff records:-
  • Ensure that staff records are complete as per the HR file checklist, up to date and kept confidential in individual HR files.
  • Maintain at all times an updated schedule of full time staffs and short term hires contract expiry dates
  • Maintain staff lists by project, contact inform, gender and provide to the HR Manager on a monthly basis.
  • Actively facilitate issuance of medical and staff Identity Cards for new staffs and returned at end of employment.
  • Periodically review personnel files against the HR checklist for accuracy and completeness of personnel records and filing.
  • Maintain contracts/agreements schedule for HR services ensuring that agreements are renewed timely – a month prior to expiry following systematic procurement process.
Staff Training and Development activities:-
  • Work in close coordination with the Administrative/Operations staff ensures logistical arrangements are efficiently made to facilitate training events and staff retreats.
  • Ensure that full time staffs produce training reports after each training attended.
  • Maintain a staff training record database and training events calendar.
  • Manage the staff wellness program
Insurance Management Support:-
  • Follow up timely annual policy renewals, preferably a month prior to expiry.
  • Maintain file record of all insurance related correspondences
  • Prepare payment requests as appropriate
Group Personal Accident
  • Maintain file copies of all incoming and outgoing correspondence to the insurers.
  • Keep track of all accident related cases, filing insurance claims, following up on all relevant documentations that includes police reports, filing in relevant claim forms, submission of medical receipts and doctors notes, contractors, prepare payment vouchers for approval.
  • Monthly allocation of GPA Insurance costs to projects with the Supervision of the HR Manager and submit to the Finance Manager.
Medical Insurance
  • Ensure medical provider and individual concerns are promptly addressed.
  • Timely communicate new staff and family additions to the insurer; follow up provision of medical cards; terminations and retrieving of cards from departing staffs.
  • Maintain file copies of all incoming and outgoing correspondence to the service providers
  • Reconcile staff/dependents list for insurance purposes.
Money Insurance
  • Maintain an updated TOR
  • Follow up as appropriate on all claims with the insurer. Ensure all supporting documents and processes are sufficiently handled.
Field Officer (FO) Database Management:
  • Support the HR Manager in maintaining an updated database of field staff:
  • Continuously update the FO database to record new hire information by project, location, telephone no. bank details, project status, etc..
  • Categorize the database by different language groups, paying attention to multi-language speakers.
  • Actively participate in the hiring process for Field Officers in collaboration with the Field Research department.
  • Follow-up with respective Field Managers and Research Associates to submit completed performance evaluations of FOs at the end of each data collection and ensure the information is entered in the database, and that all supervisors have constant access to past evaluations.
Payment Process:
  • Process Purchase and Payment Requests for all HR related procurement transactions ensuring all relevant information, data and chart of accounts coding is recorded correctly.
  • Compile bank and TIN information for newly recruited short term contractor staff and full time staff.
  • Verify bank information, timesheets and payments for short term contractors.
  • Communicate to your supervisor, the finance and project management teams promptly any challenges.
Other Duties: As assigned by your supervisor, perform other tasks, which are consistent with your level in the organization.
Qualifications, Skills and Experience: 
  • The applicant for the Innovations for Poverty Action (IPA) Human Resource Assistant (HRA) job vacancy must hold a Bachelor’s Degree in Human Resources Management, Information Technology, Business Administration, Public Administration or Management Science
  • A minimum of three years’ work experience in human resource or administration in a fast-paced, entrepreneurial work environment.
  • The ideal candidate must have excellent computer and ICT skills, fully capable with Microsoft Office (MS Word, Excel and PPT) and Google App Suite (including Google Forms).
  • Strong writing and analytical skills. 
  • Ability to apply creative thinking to practical problem solving with an aim of improving service delivery. 
  • Ability to work with minimum supervision
  • Ability to manage multiple tasks at a time and work effectively with colleagues from different backgrounds
  • Previous experience in payroll management or working on large databases.
  • Cultural sensitivity and demonstrated ability to work successfully with diverse constituencies required;
  • Flexible and proactive work ethic with a demonstrated interest in the vision and mission of IPA
  • Excellent interpersonal relationship, management skills and abilities.
  • Demonstrates ability to pay attention to details, foster an environment of high level integrity, trust, respect, maturity and confidentiality of information.
  • Good problem solving abilities.
  • Demonstrates ability to provide guidance & advise to employees on HR policies & procedures
  • Ability and willingness to travel to various project sites
  • Ability to safely and successfully perform the essential job functions consistent with government standards, donor regulations and IPA policies and procedures.
  • Demonstrate excellent communication skills
  • Good organizational skills.
  • Ability to assimilate and analyze situations, plus skill in handling emergency situations.
How to Apply:
All suitably qualified and interested candidates are send their applications via email to the Human Resource Manager at with the subject line marked as  “Application for The Human Resource Assistant Position.” Attach a cover letter explaining interest in the position and fit for the role and salary expectation. Please also attach your CV and copies of academic certificates.
Deadline: Friday, 3rd February, 2017 by 5pm.
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