Job Title: Human Resources Officer
Organisation: Baylor College of Medicine Children’s Foundation -Uganda (Baylor-Uganda)
Duty Station: Kampala, Uganda
Reports to: Human Resource Manager
About US:
Baylor College of Medicine Children’s Foundation -Uganda (Baylor-Uganda) is an indigenous not-for-profit child health and development organisation affiliated to the Baylor College of Medicine International Paediatric AIDS Initiative (BIPAI), a Network of paediatric HIV/AIDS care and treatment Children’s Clinical Centres of Excellence and international program offices in 11 countries across Africa and Eastern Europe.
Job Summary: The Human Resources Officer will lead the development, implementation and maintenance of HR information management standard policies and procedures and ensure records management compliance and development.
Key Duties and Responsibilities:
HR Records and Records Management Systems
- Update and maintain HR records and information management systems.
- Maintaining HR Records Management System, including the archived records.
- Establish document handling and release procedures at the Central & Regional HR registry.
- Develop registry records transfer forms, document movement forms, creating records retention & disposal schedules.
- Maintain proper management of the HR learning centre/library for all books, audio CDs, training DVDs and other online information materials.
- Coordinate HRH personnel records and information.
- Operate the Baylor Uganda Hybrid registry for physical records and management personnel e-records.
Internal HR Information Services Systems and Database Management
- Maintain organizational security and confidentiality of personnel information
- Maintain optimal function of Baylor Uganda’s internal HR information services systems and database.
- Identify, report and, where appropriate, take action on risks/hazards to eliminate or mitigate against the risk occurring again.
- Collaborate with executive leadership and HR staff to identify needed improvements and enhancements to existing information services and databases and implements solutions.
- Support other HR functions of training & development, performance management and recruitment were applicable.
Administration
- Provide support in the management and maintenance of all HR correspondence files for both internal and external communication.
- Track the movement of files and information through schedules and calendars to ensure no records are lost or misplaced and they are returned when borrowed.
- Maintain confidentiality of personnel information in accordance with the policy and legislative requirements.
- Ensure annual follow-up of HR policy forms to foster compliance.
- Support the HR audit function with information coordination for both the internal & external audit.
- Support the HR function in handling legal related issues that requires personnel information provision.
- Develop documents for good document practice and continually update the same
Preparation of Report
- Prepare and submit the monthly HR reports on status of records within the department to guide decision making and action.
- Provide framework for digitization of HR records in Baylor Uganda.
Networking and Collaboration
- Develop, build and maintain relationships with HR Department staff as well as staffing from other departments in order to effectively support the records function.
- Collaborate and network with sister organizations to be equipped with current trends in HR information and records management systems.
Records retention and Disposals
- Implement records retention and disposal schedules by destroying of records which have reached their retention period as per the Records & Archives management act.
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Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s Degree in Human Resource Management, Records Management or a related field.
- Three years of experience in records management and skills in managing electronic records with a reputable international NGO.
How to Apply:
All suitably qualified and interested applicants should apply online at the link below.
Note:
- Applications should include a cover letter, CV, daytime telephone contact, three traceable professional references and certified UNEB certificates as well as certified University Transcripts
- You must have at least a credit 6 in MATHEMATICS and ENGLISH at Ordinary Level (UCE).
- Only shortlisted candidates will be contacted for interview. Please note only shortlisted candidates will be contacted.
Deadline: 2nd April 2023
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