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Job Title:   Human Resource Officer Uganda – Short Term Contract (Fresher Jobs) 

Organisation: Educate!

Duty Station:  Kampala, Uganda

About US:

Educate! prepares youth in Africa with the skills to succeed in today’s economy. We tackle youth unemployment by partnering with schools and governments to reform what schools teach and how they teach it, so that students in Africa have the skills to attain further education, overcome gender inequities, start businesses, get jobs and drive development in their communities. Our model is delivered through practically-trained teachers and youth mentors. Educate!’s goal is to make this practical, skills-based model part of national education systems.

Job Summary:   The Human Resource Officer will be responsible for supporting the HR department in various areas like: Staff Recruitment, Orientation & Onboarding, Staff Records Management & filing, HR Logistics & Events and will directly report to Educate! HR Manager.

Key Duties and Responsibilities:

HR Record Keeping & Procedures

• Keep up-to-date files for all staff including all HR related documents, contracts, addendums, disciplinary records, training and development, leave records, promotional scorecards, Employee Request Forms (ERF) etc.
• Verify on a regular basis that staff information in the HR report is consistent with hard copy file records, and report any discrepancies to the SHRO.
• Scan and store in soft copy all staff contract
• Leave tracker is up to date and accessible by all Managers; and all staff are informed about their leave days status.
• In collaboration with supervisors, support staff exiting staff to ensure a fully signed handover checklist before their last day of work. Ensure filing of resignation notices and handover
• Update staff master staff list as and when there are staff changes including but not limited to exits, new joiners, position changes etc.
• Verify available leave days, receive and file approved leave forms in respective staff personnel files
• Update the leave tracker on Google drive on a monthly basis and share the tracker with SHRO
• In liaison with SHRO, ensure that all mentor fellow related documents are fully signed and properly filed.
• Close staff files according to exit procedure and checklist & ensure staff leaving complete handover checklist with all departments
• Update all mentor recruitment and management procedures, mentor handbook and other HR related procedures in the PO and YL Manuals.
• Support the SHRO in creating and/or updating leave procedures, HR department new staff orientation procedure, staff exit and clearance procedure and other procedures as and when deemed necessary.
• Ensure all mentors have fully signed agreements on file.
• Draft mentor recommendation letters and update mentor recommendation letter tracker.

Employee Benefits Administration

• Create awareness of Educate! benefits to all staff on a regular basis.
• Work in collaboration with the SHRO in the renewal of medical insurance, GPA with preferred providers annually & update the medical insurance list and GPA list with drops and new staff or mentors as and when they happen.
• Maintain contact between the medical insurance provider, GPA service provider and Educate! to solve queries, ensure staff have medical cards and all staff/mentors are covered on GPA at all times.
• Support staff in accessing or applying for staff benefits like salary advances, bereavement support etc.
• In liaison with SHRO,Coordinate the cultural tenets awards nominations for all Educate! staff, and organize an end of year party.
• Communicate in a timely manner announcements related to bereavement, new born babies to E! Staff, new staff etc.
• Collection of contributions from staff following bereavement announcements or new born babies announcements
• Schedule, coordinate celebration of staff birthdays, department dinners and in office and in the field on a termly basis.
• Lead and coordinate support when staff celebrate weddings, introductions and any other such social events.
• Coordinate baby showers for staff both in office and field.

HR Recruitment & Logistics Support

• Support SHRO in screening applications and filing all recruitment documentation received.
• Process, and follow through on any HR department related payments e.g. professional services, Group Personal Accidents, Medical insurance, scholarships, and any other such payments.
• Work with SHRO to procure Mentor and Staff Identity Cards and Business Cards
• Procurement of cards and print out of all staff photos for existing staff.
• Support in coordinating logistics (care package ad lunches) during new staff orientation weeks and the termly departmental dinners
• Coordinate to ensure termly achievements celebrations, birthday celebrations and departmental dinners happen and the relevant logistics availed in a timely manner.
• HR department liaison point in supporting the implementation of a mother friendly work environment in light of the E! gender related policies.
• Support SHRO in coordinating MMMM monthly, reach out to the guests and ensure their logistics are provided.
• Lead in ensuring logistics related to baby showers, care packages for new mothers are delivered in a timely manner.

Volunteer and Work Facilitation Management

• In liaison with SHRO ,prepare all the documents required to process work permits for Non- East African International staff and submit to the service provider in time
• In collaboration with the SHRO officer, prepare and file applications for special passes for all international staff and work permits for East Africans.
• Keep an up to date tracker of work permit/special pass start and end dates to inform on timelines for re-applying.
• Share updates on new immigration laws and inform international staff and SHRO.
• In liaison with the SHRO & administration officer, ensure that tools for work for new staff are available on their first day of work.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s Degree in Human Resource Management, Administration or Social work
• One to two years of experience in Administration and Management with preference to Human Resource Management.
• Excellent interpersonal and written communication skills.
• Exemplifies Educate! Culture—only solves a problem once, always learning, flexible & open minded, giving youth experience drives everything you do, exceeds expectations in your work.
• Proven ability to be a trainer of trainers – to coach, advise and support young mentors to empower their students.
• Event management skills—including the ability to keep track of multiple activities, planning, and mobilizing resources in a timely and efficient manner.
• Strong organizational, writing and communication skills, explaining clear expectations, having attention to detail, and providing clear written communication in a timely manner.
• Influence without authority—Demonstrated ability to contribute effectively as a member of a team and persuasive in promoting Educate! program and values to students, teachers, administrators, government, and community members.

How to Apply:

All candidates should apply online at the link below.

Click Here

Deadline: 8th January 2024

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