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Job Title:   Human Resources Assistant

Organisation: Food for the Hungry (FH/U)

Duty Station: Kampala, Uganda

Reports to: Human Resources Manager

About Organisation:

Food for the Hungry (FH/U) is a Christian international relief and development organization that has been working in Uganda since 1989. FH is currently operating programs in Asia, Latin America and Africa with support offices in the UK, Canada, Switzerland, Sweden, United States of America and Japan. FH’s primary goal is to end all forms of poverty World-wide. In Uganda, FH is operational in the Districts of Adjumani, Kitgum, Lamwo, Kole, Kween, Mbale, Namutumba and Amudat Districts implementing programs in four main sectors of Education; Food Security and Livelihoods; Health/Nutrition and Disaster Risk Reduction; with the Head office located in Kampala.

Job Summary:   Under the supervision of the Human Resource Manager, the Human Resource Assistant is responsible for providing support to all Human Resources functions. This will include rolling out FH’s HR Operating Policies and Procedures which covers recruitment, orientation, compensation, Staff Insurance, Leave Management, professional development, performance management and exit management. HR Assistant performs a variety of clerical duties related to the HR functions. This includes maintenance of Personnel records and other HR administrative roles.

Key Duties and Responsibilities:

HR Administration and Support

• Maintain and keep staffing lists for all categories of workforce (employees, temporary employees, volunteers, interns, etc.) and any staff related necessary information for rapid access and use;
• Maintain personnel files accurate, updated and confidential at all times. In collaboration with the HR coordinator, set up and maintain filling system & inform on who has left.
• Prepare and process all kinds of HR related paperwork for all categories of workforce as required, with accuracy and confidentiality and in accordance with the policies and local laws;
• Respond to routine employee enquiries, both oral and written to ensure the accurate and timely provision of information;
• Support the department in providing with the HR data for necessary HR reporting upon request and as needed.
• Manage timesheet submission & attendance records of all staff through a proper filing system.
• Timely submission of Payroll information to the coordinator for processing.
• Prepare PRs and Concept notes for various HR activities a requested.

Assist in performance management and staff development,

• Ensure that all Kampala staff have set objectives at the beginning of probation and on an annual basis.
• Send timely contract renewal reminders to supervisors and track performance periods and their deadlines.
• Receive and file staff performance reviews
• Compile staff development needs from performance appraisals and submit to coordinator for training plans.
• Ensures that training completion reports are submitted.
• Establish and keep up to date the list of employees who received training paid by FH Association (FHA-U)

Records Management and administration,

• Management of personnel files and records including new updates.
• Process and file all documents for staff
• Support the HRO’s to compile a monthly leave report (staff leaves, sick leaves and absences)
• Assist that all required administrative formalities are respected (staff contract registration, social security registration, medical insurance registration, etc.)
• Debrief exiting employees and complete end-of-assignment procedures with in required timelines.

Recruitment, Orientation and Training Support

• Assist in the administering recruitment process by receiving and opening applications letters/mails, file in accordance of title of positions for shortlist by HR Officer
• Contact candidates for writing test and interview. Assist in administering computers for the writing test.
• Manage Kampala staff Orange System and responding to queries from staff, whereas training them.
• Assist in ensuring that advertisement has been done on time and the short listing has been done with in the week of closing of application date
• Provide assistance in arranging and conducting different kinds of HR learning events, trainings, workshops, and/or team building activities for staff
• Update and maintain the training database of all staff. File of training documents.
• Preparing and support onboarding/transition process for the new hires staff or transferred staff
• Maintain security list to ensure the update in timely manner.
• Conduct Reference checks for all candidates while ensuring proper filing of all records.
• Process staff Contract appointments, Transfers, End of Contracts, Acceptance of resignation, Letters of Undertaking (loans), Application for opening new accounts
• Performs other HR related duties, as required

Benefits Management

• Manage all staff insurance including GPA and medical to ensure all staff and their dependents are insured timely and claims processed on time.
• Maintain a thorough knowledge of FH personnel policies and benefits there in and ensure the implementation and guide staff accordingly.
• Ensure Staff provident fund is processed timely for exiting staff and all paperwork filed for evidence.

Leave Management

• Manage all staff leave through the Human Resource information system (HR Orange )
• Prepare and manage the HR metrics reports and ensure timely submission on a monthly basis to HRM.
• Ensure each departmental head submits their leave planners at the beginning of each Financial year and the regular update of the regional leave planner.
• Monitor and send timely reminders to staff who have huge leave balances to take leave.
• Ensure adherence to annual leave plans submitted and track with Orange system and update regional HR tracker monthly.

Qualifications, Skills and Experience:

• Vibrant personal relationship with Christ and demonstrate willingness to live in a ‘spiritual community’
• Proven skills in administration and human resources management.
• Ability to work closely and harmoniously with a team.
• Good organizational and communication skills, highly disciplined and responsible
• Computer skills, including internet, MS office, Excel and various office applications.
• Demonstrated ability to work in a multicultural environment, and establish harmonious and effective working relationships, both within and outside the organization.
• A team builder with excellent people skills, must be culturally sensitive.

Experience:

• 3 years’ of progressive administrative & HR experience preferably with an INGO or busy work environment with high level of responsibility and integrity.

Education/Certifications:

• Bachelor’s degree or equivalent in Human Resource Management, Industrial and Organizational Psychology, Social Sciences or a related field.
• A post Graduate Diploma is Human Resource Management is a MUST.
• Language: Proficiency in spoken and written English.

How to Apply:

All suitably qualified candidates are encouraged to apply by Clearly stating the position applied for in the Subject line and submitting only electronic copies in one pdf file not more than 25MB of an application letter, a detailed CV, contact telephone numbers, copies of relevant testimonials/certificates, names/contact details of three referees, addressed to:

The Human Resources Manager, Food for the Hungry Uganda Email: recruitment-fhuganda@fh.org

Deadline: 16th December 2024 

Consider your application unsuccessful if you don’t hear from us by 6th September 2024.

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