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Job Title:  Human Resource Assistant (Fresher NGO Jobs)

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:  The Human Resource Assistant will support the delivery of effective HR Operational service to MSUG staff through the provision of timely operational support in all the key HR functions.

Key Duties and Responsibilities:

Employee Recruitment

• Prepare interview packs and distribute them before interviews.
• Documentation interview results.
• Carry out reference checks on successful candidate before job offer is done.
• Maintain record of job applicants in HRMIS.
• Manage the temporary staff recruitment process ensuring that all documentation is completed before engagement and that the temporary staff database is accurate and up to date.

Employee On boarding

• Communicate induction program to all concerned managers at least 1 week before the new staff reports for duty, effectively implement the agreed orientation program and ensure proper documentation of the process and copies filed in employee personal file.
• Coordinate role specific inductions with line managers and ensure recommendations are followed up and documented.

Employee Exit

• Conduct a smooth exit process and ensure that exiting staff complete the available documentation and all MSU property is returned before the last day of work.
• Ensure that exiting staff are deactivated from the HRMIS and ICT Infrastructure.

Benefits Administration

• Generate the issue letters introducing staff to banks for account opening plus obtain information from staff who are pursuing bank salary based loans and prepare the bank introduction letters for signature.
• Ensure all staff have NSSF numbers on file and facilitate those who do not have NSSF number to register (capture new NSSF number)
• Guide staff in accessing medical insurance and completion of GPA claims in case of accidents, Ensure follow up of insurance claims as and when necessary.
• Initiate and follows up death benefit for deceased staff or defendants as soon as the relevant information is received and confirmed and maintain an up to date record of these claims

Learning and Development

• File all training reports and attendance register while monitoring them against approved plans.
• Capture all completed trainings into the HRMIS database and training reports produced quarterly.

Staff Welfare

• Liaise with admin and ICT to ensure staff are provided with all work resources to execute their tasks e.g. computers and phone.
• Provide uniforms, name tags, IDs and medical cards to staff and ensure that minutes are taken and filed.
• Participate in arranging all staff teambuilding events, retreats, celebrations, functions…….etc.

Employee Records

• Ensure that staff personnel files are current and complete and that all information is reflected in HRMIS
• Ensure that all academic documentation on file is verified and up to date.
• Leave plans and records
• Ensure that all staff have annual leave plans within the HRMIS
• Ensure that all academic documentation on file is verified and up to date

Performance Management

• Ensure that all appraisal documents are received from line Managers in a timely manner after the appraisal period.

Employee Labour Relations

• Maintain an accurate log of all employee grievances and disciplinary reports on both general and personnel files.

Qualifications, Skills and Experience:

• Relevant degree in Humanities with a bias in Human Resource Management
• Excellent written and oral English communication skills

Skills/Experience:

• Demonstrated experience in HR support in a busy organization with staff based in multiple locations
• Basic understanding of National legal requirements relating to HR, including labour laws and administrative law.
• Knowledge of or ability to learn and adapt to organizational policies, systems and procedures
• Ability to work with little or no supervision
• Sense of fairness and equity in handling HR issues
• Absolute discretion and a high sense of confidentiality
• A team player with good interpersonal and communication skills.

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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