HR Assistant job at ZOA Uganda

About ZOA

We are here for people who have lost everything due to armed conflict or natural disaster.

ZOA, as an international NGO, supports people who have lost everything due to armed conflict or natural disaster. Together, we can come to their aid in emergencies and remain faithful to communities as they recover – providing new opportunities for them to help themselves again. The work of ZOA is coordinated from the Netherlands. We are active in multiple countries in Africa, South America, the Middle East Region, and Asia. We work with approximately 900 employees worldwide and with (local) partners. We invite you to join our team of committed colleagues.

Our work in Uganda

In Uganda, ZOA has offices in Kampala, West Nile (Arua), Acholi (Gulu), and Karamoja (Amudat). ZOA Uganda works both in relief and recovery on the themes of food security & livelihoods, education, and conflict management with a special focus on land Rights.

ZOA Uganda is looking for HR Assistant to be based in Kampala.

Your challenge

The HR Assistant is responsible for providing support in all HR functions within ZOA Uganda, country wide. The role involves providing HR administration support which includes maintaining staff records and other HR Administrative roles. The support will cover all staff based in Kampala, West Nile, Karamoja and Acholi. This is a full-time position based in Kampala with 50% field travel expected.

Your main tasks and responsibilities

Records Management & Administration

• Maintain accurate and updated staff files both in hard copy as well as ERP and ensure confidentiality at all times.
• Ensure an updates staff database for all staff categories with updated staff information.
• Support HR audit processes by providing the required documents/information.

Recruitment

• Support staff recruitment and selection process, including support with recruitment of Drivers, guards and office assistant.
• Communication with candidates, organising interviews, liaising with colleagues regarding scheduling, written tests, and maintaining interview records
• Seeking references for selected candidates with support from the HR Manager.
• Ensure all recruitment records are complete and filed in a safe place.

Induction of new staff

• Coordinate induction programme for new staff entering the organisation, liaising with programme staff and management team to ensure the induction programme is delivered and successful onboarding is completed.
• Liase with the respective programs & logistics coordinators to ensure new staff have the necessary tools to work like laptops and motorcycles where applicable.

Health insurance and GPA

• Ensure all new staff have medical insurance cards and the accessible hospital list.
• Ensure all accidents are reported to the insurance company and all cases compensated.
• Contact point for ZOA Uganda insurance policies with our health insurance & GPA Insurance providers.

Leave Management

• Maintain a leave tracker for Kampala staff. Coordinate with the Administrators at field leave to ensure all leave trackers are updated.
• Ensure proper leave planning by all staff and monitor all leave balances to remind staff to take leave.
• Ensure compliance with all leave policies within the ZOA Employee Handbook.

Training and development

• Consolidate all identified training and development needs for all staff, compile annual training plans and monitor implementation of the training plan.
• Coordinate all training activities by raising procurement requests in a timely manner for all service providers and coordinate with Admin for all the necessary tools.
• Support staff in accessing online trainings through the ZOA academy and ensure all staff complete the mandatory courses.
• Ensure training completion reports are submitted and keep an up-to-date list of all staff who receive training.

Performance monitoring

• Support the HR manager in tracking staff performance through objective, midyear reviews and end year evaluations.
• Review the staff evaluation reports to ensure they are correctly filled and ensure proper documentation of all the records.

Exit Management

• Ensure staff exiting the organisation fill the necessary documents including the exit interview, exit checklist and handover report.
• Prepare exit letters and certificates of service for all staff that are exiting the organisation.
• Coordinate with Finance to ensure payments of final benefits to staff.

Accountability

• Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda
• Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures
• Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach
• Any other relevant HR and administration duties to be assigned.

Your profile

Identity

The candidate is expected to fully support the vision, mission and Christian values 0f ZOA (see https://www.zoa-international.com/corporate-identity)

Knowledge, Skills & Experience:

• Bachelors' degree in Human Resources Management, Industrial & organization Psychology, social sciences or related field.
• Good working knowledge of local HRM practices, particularly as they pertain to the NGO sector
• At least 2 years’ experience working as an HR generalist in the (I)NGO sector
• Experience working with various HR Information Systems, including online applications
• Excellent command of English
• Knowledge on HR metrics
• Good knowledge of Microsoft Office and Sharepoint for cloud based file storage and file sharing
• Preferably some cross cultural experience in a development setting

Attitude/behaviour:

• High level of personal integrity;
• Flexibility and adaptability;
• Interpersonal and cross-cultural sensitivity;
• Able to work under pressures and meet deadlines;
• Able to work in a sometimes fluid and innovative environment;
• Commitment to ZOA’s mission, vision and values (see https://www.zoa-international.com/corporate-identity)

• Maintain accurate and updated staff files both in hard copy as well as ERP and ensure confidentiality at all times.
• Ensure an updates staff database for all staff categories with updated staff information.
• Support HR audit processes by providing the required documents/information.
• Support staff recruitment and selection process, including support with recruitment of Drivers, guards and office assistant.
• Communication with candidates, organising interviews, liaising with colleagues regarding scheduling, written tests, and maintaining interview records
• Seeking references for selected candidates with support from the HR Manager.
• Ensure all recruitment records are complete and filed in a safe place.
• Coordinate induction programme for new staff entering the organisation, liaising with programme staff and management team to ensure the induction programme is delivered and successful onboarding is completed.
• Liase with the respective programs & logistics coordinators to ensure new staff have the necessary tools to work like laptops and motorcycles where applicable.
• Ensure all new staff have medical insurance cards and the accessible hospital list.
• Ensure all accidents are reported to the insurance company and all cases compensated.
• Contact point for ZOA Uganda insurance policies with our health insurance & GPA Insurance providers.
• Maintain a leave tracker for Kampala staff. Coordinate with the Administrators at field leave to ensure all leave trackers are updated.
• Ensure proper leave planning by all staff and monitor all leave balances to remind staff to take leave.
• Ensure compliance with all leave policies within the ZOA Employee Handbook.
• Consolidate all identified training and development needs for all staff, compile annual training plans and monitor implementation of the training plan.
• Coordinate all training activities by raising procurement requests in a timely manner for all service providers and coordinate with Admin for all the necessary tools.
• Support staff in accessing online trainings through the ZOA academy and ensure all staff complete the mandatory courses.
• Ensure training completion reports are submitted and keep an up-to-date list of all staff who receive training.
• Support the HR manager in tracking staff performance through objective, midyear reviews and end year evaluations.
• Review the staff evaluation reports to ensure they are correctly filled and ensure proper documentation of all the records.
• Ensure staff exiting the organisation fill the necessary documents including the exit interview, exit checklist and handover report.
• Prepare exit letters and certificates of service for all staff that are exiting the organisation.
• Coordinate with Finance to ensure payments of final benefits to staff.
• Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda
• Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures
• Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach
• Any other relevant HR and administration duties to be assigned.

• Good working knowledge of local HRM practices, particularly as they pertain to the NGO sector
• Experience working with various HR Information Systems, including online applications
• Excellent command of English
• Knowledge on HR metrics
• Good knowledge of Microsoft Office and Sharepoint for cloud based file storage and file sharing
• High level of personal integrity;
• Flexibility and adaptability;
• Interpersonal and cross-cultural sensitivity;
• Able to work under pressures and meet deadlines;
• Able to work in a sometimes fluid and innovative environment;

• Bachelors' degree in Human Resources Management, Industrial & organization Psychology, social sciences or related field.
• Preferably some cross cultural experience in a development setting