Job Title: HR/Admin Officer
Organisation: Malteser
International
International
Duty Station:
Kampala, Uganda
Kampala, Uganda
About US:
Malteser
International is an international non-governmental aid agency for humanitarian
aid of the Sovereign Military Order of Malta, founded in 2005 by Malteser
Germany (founded in 1953). The relief service has more than 50 years of
experience in humanitarian relief and currently covers around 100 projects in
about 20 countries in Africa, Asia and the Americas. Malteser International has
been working in Uganda since 1996, with projects in several regions of the
country.
International is an international non-governmental aid agency for humanitarian
aid of the Sovereign Military Order of Malta, founded in 2005 by Malteser
Germany (founded in 1953). The relief service has more than 50 years of
experience in humanitarian relief and currently covers around 100 projects in
about 20 countries in Africa, Asia and the Americas. Malteser International has
been working in Uganda since 1996, with projects in several regions of the
country.
Job Summary: The HR/Admin Officer will guide and manage the
overall provision of Human Resources services, policies, and programs for the
sub office.
overall provision of Human Resources services, policies, and programs for the
sub office.
Key Duties and Responsibilities:
HR
·
Recruitment: Compiling job applications, Coordinate
interviews, generally oversee recruitment and hiring process.
Recruitment: Compiling job applications, Coordinate
interviews, generally oversee recruitment and hiring process.
·
Assist
in preparation of staff contracts, staff renewals, briefing of newly recruited
staff, debriefing of departing staff, assist in implementation, review and
update of HR Guidelines
Assist
in preparation of staff contracts, staff renewals, briefing of newly recruited
staff, debriefing of departing staff, assist in implementation, review and
update of HR Guidelines
·
Regularly
update and maintain employee records in an accurate and timely manner.
Regularly
update and maintain employee records in an accurate and timely manner.
·
Maintains
employee confidence and protects operations by keeping human resource information
confidential.
Maintains
employee confidence and protects operations by keeping human resource information
confidential.
·
Raise
procurement requisitions for the HR department.
Raise
procurement requisitions for the HR department.
·
Coordinate
exit clearance processes of exiting staff.
Coordinate
exit clearance processes of exiting staff.
·
Receive
and distribute incoming mails for the HR department.
Receive
and distribute incoming mails for the HR department.
·
Logistical
organization for HR meetings, Board meetings and staff meetings.
Logistical
organization for HR meetings, Board meetings and staff meetings.
·
Prepare
HR monthly reports.
Prepare
HR monthly reports.
·
Coordinate
and maintain MCT and Board meeting records.
Coordinate
and maintain MCT and Board meeting records.
·
Consult
with departments to identify needs and preferred qualifications when hiring.
Consult
with departments to identify needs and preferred qualifications when hiring.
·
Plan and
coordinate the workforce to best use employees’ talents.
Plan and
coordinate the workforce to best use employees’ talents.
·
Resolve
issues between management and employees.
Resolve
issues between management and employees.
·
Advise
managers on policies like equal employment opportunity and sexual harassment.
Advise
managers on policies like equal employment opportunity and sexual harassment.
·
Coordinate
and supervise the work of specialists and staff.
Coordinate
and supervise the work of specialists and staff.
·
Maintain
health and safety of the workforce and Staff.
Maintain
health and safety of the workforce and Staff.
·
Develop
the Human Resources department and organizational departmental planning.
Develop
the Human Resources department and organizational departmental planning.
·
Develop
an employee-oriented organizational culture that emphasizes quality, continuous
improvement, key employee retention and development, and high performance.
Develop
an employee-oriented organizational culture that emphasizes quality, continuous
improvement, key employee retention and development, and high performance.
·
Manage
performance management and improvement systems.
Manage
performance management and improvement systems.
·
Charitable
giving and employee services and counseling.
Charitable
giving and employee services and counseling.
Admin:
·
Office
management and ensuring necessary supplies for the office, as well as stock-keeping
Office
management and ensuring necessary supplies for the office, as well as stock-keeping
·
Prepare
official correspondence in coordination with all department
Prepare
official correspondence in coordination with all department
·
Ensure
the implementation of Malteser International standards and operational
guidelines
Ensure
the implementation of Malteser International standards and operational
guidelines
·
Take
minutes of team meetings, and keep records of official communication
Take
minutes of team meetings, and keep records of official communication
·
Ensure
visitors are advised in advance of all arrangements
Ensure
visitors are advised in advance of all arrangements
·
Maintain
contact lists
Maintain
contact lists
·
Coordinate
all staff events. For example, teambuilding events, end of year parties.
Coordinate
all staff events. For example, teambuilding events, end of year parties.
·
Oversee
and administer contract management and its filing relevant to the
implementation of the project/program and the office management such as
construction contracts, lease contracts, maintenance contracts, service
contracts, telecommunication contracts, etc.
Oversee
and administer contract management and its filing relevant to the
implementation of the project/program and the office management such as
construction contracts, lease contracts, maintenance contracts, service
contracts, telecommunication contracts, etc.
·
Prepare
ID cards and deliver visibility items to the staff
Prepare
ID cards and deliver visibility items to the staff
·
Ensure
regular collection and elaboration of information for communication purposes
and public relations
Ensure
regular collection and elaboration of information for communication purposes
and public relations
·
Carry
out any other relevant duties as assigned by the supervisor or other department
Carry
out any other relevant duties as assigned by the supervisor or other department
Qualifications, Skills and Experience:
·
The
ideal candidate must hold a Bachelor’s degree of Human Resources Management or
related field.
The
ideal candidate must hold a Bachelor’s degree of Human Resources Management or
related field.
·
Two
years of relevant working experience
Two
years of relevant working experience
·
Basic
understanding of HR functions, reporting and record keeping requirements
Basic
understanding of HR functions, reporting and record keeping requirements
·
Computer
skills (Microsoft Office package) and good working knowledge of ITC
technologies
Computer
skills (Microsoft Office package) and good working knowledge of ITC
technologies
·
Good
communication skills
Good
communication skills
·
Knowledge
and experience in development or emergency work an asset
Knowledge
and experience in development or emergency work an asset
·
Fluency
in English (written and spoken),
Fluency
in English (written and spoken),
·
Excellent
interpersonal and teamwork skills, working with different groups, partners and
nationalities
Excellent
interpersonal and teamwork skills, working with different groups, partners and
nationalities
·
Ability
to multitask and cope with competing demands under tight deadlines
Ability
to multitask and cope with competing demands under tight deadlines
·
Ability
to cope with high workload and stress and identify priority activities and
assignments, and adjust priorities as required
Ability
to cope with high workload and stress and identify priority activities and
assignments, and adjust priorities as required
·
Ability
to establish and maintain good working relationships in a multi-ethnic,
multi-cultural and multi-disciplinary environment
Ability
to establish and maintain good working relationships in a multi-ethnic,
multi-cultural and multi-disciplinary environment
·
Excellent
one to one and group communication /information presentation skills
Excellent
one to one and group communication /information presentation skills
·
Ability
to manage conflicting priorities
Ability
to manage conflicting priorities
·
High
level of confidentiality
High
level of confidentiality
·
Goal
oriented with ability to work under pressure, independently and with limited
supervision.
Goal
oriented with ability to work under pressure, independently and with limited
supervision.
How to Apply:
If you are
interested in this position, please apply online at [email protected].
Please kindly submit your application (CV, letter of motivation, copies of
diplomas and three professional references)
interested in this position, please apply online at [email protected].
Please kindly submit your application (CV, letter of motivation, copies of
diplomas and three professional references)
NB: Please note that Malteser International in Uganda does not ask any
applicant payment for any recruitment process
applicant payment for any recruitment process
Deadline: 30th November 2018
For more of the
latest jobs, please visit https://www.theugandanjobline.com or
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latest jobs, please visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline