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Job Title:  Human Resource and Administration Manager

Organisation: Marie Stopes Uganda

Duty Station:  Kampala, Uganda

About Organisation:

Marie Stopes Uganda is affiliated with MSI Reproductive Choices and is registered in Uganda as a local Non-Governmental Organization (NGO). Since launching in 1993, MSUG has grown to become one of Uganda’s largest sexual and reproductive healthcare providers, offering a wide range of high-quality, affordable, client-centred services. Our service delivery channels are adapted to fit the different contexts of each region to maximise opportunities for building sustainable platforms that can provide a lasting impact on the health outcomes of Ugandans.

Job Summary:   Reporting to the Director HR and Admin, the Human Resource and Administration Manager will support the Director HR and Admin in the development, refinement, business partnering and implementation of human resources services. The Director HR and Admin works collaboratively with the HR and Admin manager and HR business partner to help achieve MSI’s objectives.

Leading a small team, the HR and Admin Manager supports line-managers across MS enabling them to build and nurture the high-performing teams necessary to run their businesses efficiently and to integrate all HR initiatives that support strategic initiatives. Effectiveness will depend on the post holder’s ability to develop quick and credible relationships throughout the organization and gain the confidence and commitment of the leadership team as well as deliver technical advice for HR operations.

Key Duties and Responsibilities:

HR Compliance Administration

• Negotiate, process, review and monitor employment contracts for MS staff
• Monitor and ensure proper implementation of the performance management and review process
• Maintain an up-dated HR Policy and Procedures manual and ensure adherence by staff
• Provide coaching and mentoring to management and all staff regarding human resource policies and practices
• Ensure that, within the parameters of cross-culture and national limitations, employment practices, compensation, benefits and human resource program comply with MS policies and local labour laws
• Conduct and participate in annual “like organisation” survey to ensure competitive compensation and benefits plan for MS
• Lead and work closely with the Director HR and Admin to ensure staff benefits are review on a yearly basis so as to be competitive on the market.
• Work closely with the Director HR and Admin to develop and review Human Resource Management “Best Practices” periodically
• Recruitment and Staff Retention
• Provide support to all line managers in all aspects of recruitment for their teams including ensuring job frameworks are standardised format, advertising the role, interview arrangements and ensuring the recruitment process effectively follows MS guidelines.
• Ensure all locum/temporary staff recruitments are well coordinated when they arise and approvals are obtained in timely and efficient manner.
• Ensure MS, induction policy is followed by all team members and orientation is carried out.
• Deliver prompt recruitment services to clear and objective criteria
• Assist in the development of the staff plans.

Employee Labour Relations

• Ensure that appropriate discipline and grievance handling mechanisms are in place and that agreed procedures are adhered to by both management and staff for resolution of grievance and disciplinary issues.
• Ensure that grievance and disciplinary cases are dealt with in a timely manner.
• Monitors issues of individual or collective staff concerns such as remuneration, entitlements, welfare, complaints and grievance related problem, makes appropriate recommendations and advice, or counsels affected staff accordingly.

Management of HR records & Training

• Manage implementation of MS’s learning and development strategy.
• Clearly communicate organisational approach to learning and development to all staff
• Ensure to maintain proper staff records and statistics, both manual and electronic.
• Work closely with the Head People & Culture on the development of Training calendar of organizational development and growth organizational demands/needs are conducted as planned.
• Ensure performance reviews are conducted for all teams and filed.
• Ensure entry and exit details are recorded and well maintained.
• Ensure flow of information within the department and across the organization.

Policies and Procedures

• Works closely with the Director HR and Admin to conduct Organizational Development (OD) Analysis, revision of organizational structure and job analysis to meet the dynamic needs of expanding programs and team development;
• Designs, develops and implements HR systems, policies and procedures to support the business needs of the organization;
• Ensures proper implementation of HR policies and procedures throughout the organization;
• Regularly assesses HR related policy and procedure gaps and provides updated information for Country Management Team.

Training and Development

• Conducts training and development needs assessment of the organization, and designs appropriate training and development plan/programs;
• Ensures the periodic organizational, job and individual training and development needs analysis;
• Identifies suitable courses to meet the training and development needs of the staff and organization and follows up plans to see them through;
• Organizes in-house training and development programmes in accordance with needs identified and evaluates outcome of the training undertaken.

Performance Management

• Prepares and sends HR Performance reports on regular bases to the supervisor;
• Participates in organizational level policy preparation, and human resources related studies;
• Designs and implements output-based Performance Management System.

Recruitment, promotion, and Transfer

• Leads recruitment, promotion and transfer process of the organization;
• Provides required support to Senior Managers and Centre Coordinators in the various areas of HR including labour law, employee relations, safety, and training and development;
• Provides legal and administrative advice, guidance, support and coaching to directors, managers and supervisors to enable them lead, develop and manage effective teams and
• Performs other duties as assigned by the immediate supervisor

Change Management

• Serve as Change Agent by proposing innovative changes, improved policies and procedures, process changes, methods and ways work gets done.
• Risk management in relation to HR including conflict resolution and fraud mitigation.

Planning

• Work with the Director HR and Admin to ensure that the HR risk section on register is agreed, auctioned and monitored
• Code of conduct all staff/Conflict of interest agreement are signed off and put on record.
• Fraud mitigation policy implemented and regularly reviewed.
• Training to all staff on whistle blowing and other policies that may require refresher trainings.

Response

• Effective implementation of Zero-tolerance Fraud Policy and annual trainings on ethics
• Promptly and thoroughly conduct investigations of employee complaints using serious incident group if necessary
• Provide mediation support
• Collation of whistle blowing

Learning

• Conclude all serious incidents with a report and noted learning
• Supervisory Role
• Mentor and coach the HR Team to high performance.
• Carryout performance review for line reports

Qualifications, Skills and Experience:

• Minimum of a University Degree or HR related degree or equivalent (Master’s or equivalent in a relevant discipline is desirable)
• Member of a recognised HR professional body
• Further related training (s) will be an added advantage.
• More than one Ugandan language desirable
• Three to five years’ experience working in the same field, at managerial level.
• Have experience of developing and successfully implementing a strategy for HR aligned with organisational objectives.
• Demonstrated knowledge and experience of global HR practices, employment law, compensation, talent management, change management, employee relations, and recruitment.
• Highly attuned levels of discretion
• Successful track record of driving HR initiatives through business needs and decentralised environments.
• Understanding of the complexities of working in a multicultural environment and demonstrable ability to put equity at the heart of strategy, policy and practice.
• Significant experience of working with senior business managers, providing customer focused HR advice and support to address organisational needs.
• Excellent interpersonal skills, the ability to build effective working relationships at all levels.
• Excellent oral and written communication skills.
• Demonstrates strong management and leadership skills both within the function and as a role model

How to Apply:

All candidates should send a cover letter, updated CV and Academic documents as one PDF. Please include the Job Title as the subject. Send Email to jobs@mariestopes.or.ug

Deadline: 30th July 2024

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