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Job Title:  Human Resource Officer Payroll

Organisation: Medical Research Council (MRC UK) /UVRI and LSHTM Uganda Research Unit

Duty Station: Entebbe, Wakiso, Uganda

Position Code: HROP -1023

Reports to: Head of Human Resources

 

About US:

The Medical Research Council (MRC UK) is an internationally recognised centre of excellence with dominant research themes in the areas of HIV and emerging infections, vaccines and immunity, and chronic diseases and cancer. Through a multidisciplinary approach, intersecting basic science, epidemiological research, social-behavioural research and the conduct of new intervention evaluation studies, the Unit contributes knowledge on changing epidemics and diseases, the evaluation of innovative health care options, treatment and prevention and the development of health policy and practice in Africa and worldwide. Following the signing of strategic transfer agreements between the London School of Hygiene & Tropical Medicine (LSHTM) and the Medical Research Council (MRC UK), the Unit formally joined LSHTM on 1st February 2018. The exciting new partnership will boost research capacity into current and emerging health issues in Africa and throughout the world. The Unit is based at the UVRI Entebbe campus with established outposts in Kalungu, Masaka, Wakiso and Kampala Districts.

 

Job Summary:   The Human Resource Officer Payroll will provide efficient and effective day to day human resources operational support to the Unit through implementing and coordinating and managing the payroll processes, as well as Human Resource Information Systems and other HR projects and Initiatives across the Unit. The post holder will manage the day-to-day HR systems under the guidance of the Head of Human Resources

 

The post is based in Entebbe although the post holder is expected to make regular visits to the Unit’s other field stations in Uganda which may include overnight stays.

 

Key Duties and Responsibilities:

Payroll Management;

• Ensure accurate calculation and data entry of all payroll calculations and amendments from authorized sources into the Unit’s payroll system, ensuring a clear audit trail is maintained for all transactions;
• Ensure the monthly payroll has been checked and authorized for processing including costings, in accordance with the Unit’s requirements;
• Responsible for confirming that new starters, leavers and amendments to contracts are reflected correctly in the payroll for each month and ensuring appropriate level approval is given in all cases;
• Responsible for confirming that staff contractual changes and any salary increments are correctly reflected in the payroll for each month with clear accompanying documentation;
• Work closely and efficiently with Human Resources, Finance and Research Support Office staff to facilitate an orderly and accurate payroll process;
• Ensure accurate and timely processing of the payroll on a monthly basis;
• Enroll timely incorporation of new hires across all HR systems and enter all relevant information required as well as continuously update staff details as they change;
• Update payroll processing procedures regularly and share these with relevant stakeholders;
• Support payroll audits and periodically audit the payroll system data;
• Calculate and prepare all staff bonuses and allowances each month;
• Ensure payment statements are distributed to staff on a monthly basis;
• Prepare computation schedules for terminal benefits to enable timely and accurate payment of staff exiting the Unit;
• Handle routine employee payroll queries;
• Prepare monthly remuneration analysis reports for the head of department;
• Monitor, identify and advise on the impact of new legislation on payroll procedures whenever relevant;
• Prepare and process approved staff advances and loan applications to provide input in the payroll preparation;
• Update the system on a monthly basis with provident fund staff joiners, leavers, compute the associated deductions and file off the required documentation;
• Liaise with the fund managers to ensure staff receive monthly reports on their provident fund savings;
• Ensure that all appropriate checks are undertaken by the team during payroll preparation;
• Contribute to identifying payroll errors and implementing corrective action where required to ensure employee payments are processed accurately and database integrity is maintained;
• Ensure timely reconciliation of the payroll and filing of taxes on a monthly basis in liaison with the Finance team; and,
• Monitor the LSHTM contracts (durations, budget allocations and benefits) in liaison with the LSHTM payroll team

Human Resources Information Systems;

• Monitor the Unit’s HR Information System on a daily basis to ensure optimal efficiency;
• Work with the HR team and line managers to ensure all systems are up to date on employee related data like leave, tenure, salary, contract durations, provident fund contributions, FTE, etc.;
• Generate system reports (for example, reports on turnover, hiring costs and benefits);
• Collaborate with the IT department and system developers to perform regular tests and upgrades to the HRIS and MSD systems;
• Review the performance of the various HRIS modules and propose system modifications where necessary;
• Ensure storage of HR data across all systems are in compliance with GDPR and other data protection regulations;
• Ensure the storage of soft copy documents is in compliance with confidentiality best practices;
• Analyze HRIS data to inform improved HR strategies and processes, and suggests ways to increase the functional productivity and workflow of the HR department;
• Actively identify and resolves issues or opportunities to optimize system user experience and other HRIS integrations;
• Support cross-functional team members and IT team members on HRIS-related issues/enhancements/queries; and,
• Maintains and administers ad hoc system generated reports for end users when the need arises.

Service Delivery;

• It is important that the HR team’s services are delivered in a staff centred manner. This postholder ensures the services under their control are delivered in a way that is Responsive;
• Promptly communicating to user’s new developments such as new services, changes to services etc.;
• Pro-active in resolving issues; and,
• Upholding high standards of professionalism.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Human Resource Management, Industrial and Organizational Psychology, Business Psychology, or Business Administration with Human Resource Specialization;
• Basic certificate in accounting;
• Certificate in Microsoft applications (MS Excel – intermediate or advanced level);
• Member of a professional body like HRMAU;
• Should possess minimum 5 years’ experience in HR operations and administration, with three years’ experience in direct payroll management and human resource information systems in a reputable organization;
• Experience working in a grant-funded environment;
• Experience of using payroll software preferably Microsoft dynamics (Navision);
• Experience of using and maintaining databases;
• Experience of using all Microsoft Office applications especially Microsoft Excel (intermediate or advanced level);
• Experience of working with a diverse workforce;
• Strong mathematical and accounting skills;
• Should possess knowledge of Ugandan labor laws;
• Attention to detail and ability to prioritize;
• Ability to build effective working relationships at all levels;
• Excellent organization skills;
• Excellent analytical skills and ability to trouble shoot complex issues;
• Excellent oral and written communication skills;
• Proficiency using MS Office skills;
• Well-developed interpersonal and team skills;
• Proven ability to respond creatively and flexibly to demanding challenges;
• Excellent spoken and written command of English;
• Strong conflict resolution skills;
• Routinely taking initiative;
• Negotiation skills;
• Customer/End-user awareness;
• Excellent communication skills with individuals at all levels of the organization;
• Ability to cope with a rapidly changing environment; and,
• Commitment to Equal Opportunities and diversity.

 

How to Apply

Follow the link below to fill a form and submit your application documentation:

 

Click Here

 

Filling the form more than once will lead to automatic disqualification. High level of integrity while filling the form is required and will be considered during shortlisting.

 

All candidates should combine all their application documentation i.e. cover letter, CV & certified copies of academic documents into one PDF document. Only shortlisted candidates will be contacted for an interview. This position is open to Ugandan nationals only. Strictly follow the application procedure as failure to do so will lead to automatic disqualification. Only online applications through the link provided will be accepted. You will receive a notification in your email if your application and documentation have been successfully received.

 

N.B: You will be required to present certified copies of your academic documentation before employment.

 

The applications should be addressed to:

 

The Head of Human Resources,

MRC/ UVRI and LSHTM Uganda Research Unit,

P.O. Box, 49, Entebbe,

Uganda.

 

Consider your application unsuccessful if not contacted within eight (8) weeks after the closing date of the advert. Any form of lobbying at any stage will lead to automatic disqualification. By submitting your personal information, you consent to the MRC/ UVRI and LSHTM Uganda Research Unit holding and using it in accordance with its recruitment policy and procedure. The Unit reserves the right to verify documents attached with the relevant awarding institutions to authenticate their validity.

 

NB: MRC/UVRI & LSHTM Uganda Research Unit strives for inclusion and diversity and therefore considers all job applicants based on merit without regard to race, sex, color, national origin, religion, age, marital status, and disability. We highly encourage persons with disabilities to apply and compete for different job openings at the Unit. The Unit is an equal opportunity employer committed to having a diverse work force and does not ask for money at any stage of recruitment.

 

Deadline: 14^th November 2023

 

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