Human Resource & Administration Manager job at Walimu

JOB DETAILS:
Under the direct supervision of the Operations Director, the HR & Admin Manager supports the affairs related to the day to day running of the Walimu Office and providing key support on all HR functions. The Human Resource & Administration Manager will assist in the human resources activities including recruitment and orientation, personnel files, staff benefits and insurance schemes and payroll.

Responsibilities
Human Resources Management 6 Organizational Development
• Ensure the WALIMU Core Values are systematically communicated to all staff (new and existing staff).
• Ensure Organizational development initiatives are effectively implemented.
• Participate actively in the review of existing HR policies and procedures.
• Maintain a thorough knowledge and understanding of Uganda Labor Act and regulations, WALIMU Uganda National Staff policies and ensuring compliance and consistent application.
Talent acquisition, management and staff development
• Lead transparent recruitment processes and ensure all sectors comply with recruitment related policies and procedures including and not limited to advertisement of positions, consistent documentation of the recruitment process (interviews notes, reference check).
• Coordinate and facilitate the integration/transition processes to assure new and transferred staff receive an effective onboarding.
• Ensure WALIMU Performance Management Program is effectively implemented by providing regular trainings on performance management, objectives setting, monitoring and coaching, performance review process, etc.
• Lead and facilitate required activities for staff development and career planning by providing sufficient information and guidance to staff on existing staff development resources.
• Support supervisors and employees in their development and career plans design and implementation
Compensation and Benefits
• Ensure internal equity is maintained for staff compensation and benefits and advice programs leads accordingly.
• Ensure staff understands their benefits package and lead an effective administration of the benefits.
• Actively participate on the salary review process by providing sufficient information to the HR lead.
Staff welfare/wellbeing:
• Ensure all staff and dependents are registered to the medical insurance coverage, monitor staff medical coverage and ensure that the coverage is functioning well.
• Communicates daily with WALIMU designated health care provider to review any cases of life-threatening illness among staff and troubleshoot any specific staff health issues that cannot be resolved by the care provider.
Staff Administration
• Ensure a consistent filing system is put in place and confidentiality of the HR information is guaranteed and orderly archiving of official HR documents.
• Ensure staff files are updated on a real time basis, with all required key documents and ensure they are completed and up-to-date through periodic file audits.
• Ensure the Tracking of timesheets is updated and consistently maintained.
• Ensure HR databases are regularly updated (staff list, leave tracking, contract tracking, etc.)
• Ensures that all the exit processes are following the WALlMU’s policy and local legislation.
• Coordinate and facilitate employee exit process and archive all required documents.
Employee Relations:
• Facilitate employee relations resolution based on local laws and WALIEU standards;
• Facilitate relationships between labor/social services and Walimu staff.
• Manage employee relations and discipline in accordance with the WALlMU’s policy and local law.
Employee terminations/separation
• Work in close collaboration with function coordinators and managers, ensure all termination documentation is completed before being forwarded to HR Lead for review.
• Develop and maintain reports to update and finalize terminal benefits.
Staff Management
• Directly supervise the Admin Officer & Assistant and ensure all work duties are performed satisfactorily.
• Liaise and provide HR technical support and guidance to the Walimu staff.
• Ensure timely and accurate reporting from the field offices.
Reporting
• Control and ensure permanent monitoring of HR strategic metrics
• Compile strategic HR metrics information for the department.
• Review and submit weekly and monthly recruitment reports.
• Review and submit monthly staff leave accrual.
• Review and submit monthly renewal and termination of contracts
• Review and submit payments with suppliers, service providers (lessors, hotels).
• Review and share with relevant staff, the accommodation tracking sheet 2
• Ensures coordination and monitoring of shared activities between HR, administration and ”procurement B Logistics”.
• Perform other relevant duties as assigned (of a similar nature or related and in the interest of the organization).

Requirements
• Hold a Bachelor’s degree in Human Resources Management or Social Sciences, organizational psychology or related field.
• Professional HR certification is highly desirable.
• Plaster’s Degree in a relevant field will be an added advantage.
• Five years of relevant professional experience in human resources in a similar position.
• Previous experience working with an international NGO in a cross-cultural setting, preferably in the HR sector.
• Previous team experience and knowledge of team dynamics desirable.
• Proven skills in administration and human resources management.
• Excellent organizational, interpersonal, and communication skills;
• Strong computer skills, Windows, GIS office programs, email programs.
• Remains productive when under pressure.
• Works collaboratively with team members to achieve results.
• Relates and works well with people of different cultures, gender and backgrounds.
• Good time management skills and flexibility to continuously re-prioritize.
• Ability to multi-task.
• Able to respond rapidly to changing environments, yet 3 remain productive and focused.
• Willingness to travel frequently to field offices etc

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree