Human Resource Officer NGO Jobs – Educate!
Posted by: ugashare-Volunteer
Posted date: 2025-Feb-21
Location: Kampala, Uganda
Job Title:  Human Resource Officer Organisation: Educate! Duty Station:  Kampala, Uganda About the Company: Educate! prepares youth in Africa with the skills to succeed in today’s economy. We tackle youth unemployment by partnering with schools and governments to reform what schools teach and how they teach it, so that students in Africa have the skills to attain further education, overcome gender inequities, start businesses, get jobs and drive development in their communities. Our model is delivered through practically-trained teachers and youth mentors. Educate!’s goal is to make this practical, skills-based model part of national education systems. Job Summary:   Educate!, a fast-growing and award-winning social enterprise, is seeking an enthusiastic and self-driven Human Resource Officer to support the Human Resource operations in Uganda. We’re looking for someone who has non-profit experience, delivers results while handling multiple projects, is willing to learn at a faster rate and able to handle change management processes. The HR Officer will directly and report to Educate! Human Resource Manager. You will be under the Uganda HR department supporting Talent acquisition/recruitment, Staff Records & Filing, Employee benefits admin + GPA Policy Support, HR Logistics & Events. Key Duties and Responsibilities: Talent acquisition/recruitment (30%) - Take full ownership of the Field Operations Assistant (FOA) recruitment process, from defining recruitment needs with hiring managers to onboarding successful candidates.
- Collaborate with managers to develop job descriptions, define role specifications, and understand team needs.
- Design and implement sourcing strategies to attract top FOA candidates, including advertising, networking, and using recruitment platforms.
- Manage candidate selection, including CV screening, interview coordination, and communication with hiring teams.
- Provide support in recruiting for other roles across the organization, assisting with job postings, candidate sourcing, and interview coordination.
- Ensure consistency and adherence to the organization’s recruitment policies and procedures in all hiring processes.
- Lead candidate evaluation for FOA roles and assist in the selection process for other roles by organizing and conducting structured interviews.
- Gather feedback from interviewers, compile evaluations, and provide recommendations based on objective criteria.
- Lead the offer process for FOA candidates and assist in drafting offers for other roles.
- Ensure a smooth onboarding experience by managing logistics, including document collection and new hire integration.
- Coordinate with the field ops team to update the mentor handbooks to reflect policy changes and best practices.
Staff Records & Filing, (20%) - Maintain and organize all employee documents both in HR Driver and BambooHR systems. Ensure all documents are complete, up-to-date, and organized for easy retrieval.
- Regularly review staff files to ensure that all necessary documents are collected and properly stored, including contracts, job descriptions, performance reviews, disciplinary records, and certifications. This includes ensuring the proper version of documents is in the system and that all fields are populated with current information.
- Ensure BambooHR is consistently updated with any changes to personal or employment information, such as address changes, salary adjustments, promotions, or contract extensions.
- Track and manage various types of leave, including annual leave, sick leave, maternity leave, bereavement leave, days in lieu, and study leave. Ensure accurate documentation of each leave type, including dates, reasons (where applicable), and supporting documentation (e.g., medical certificates for sick leave).
- Ensure staff are fully aware of their leave entitlements, application procedures, and deadlines. This could include sending reminders or creating easy-to-follow guides for employees on leave policies.
- Monitor leave applications within BambooHR, ensuring that leave data is entered correctly and promptly. Track balances to ensure that leave accruals and usage are in line with company policies.
- Review leave reports monthly to ensure accuracy in the system. These reports can help identify trends, potential issues with leave management, or employees with unusually high or low leave balances.
- Proactively follow up with teams to ensure that any leave taken is properly recorded in BambooHR. Encourage staff to apply for leave through the system promptly when they are off, ensuring the process is smooth for both staff and HR.
- Consistently update BambooHR to reflect any changes in staff status, leave balances, or employee details. This will ensure the system remains accurate and up-to-date, avoiding errors during reporting or decision-making processes.
- Conduct regular audits of both physical and digital files to ensure they are complete and in compliance with data protection policies. Check that all necessary documents are included and filed properly to meet organizational and legal requirements.
- Ensure all employee data is treated with the utmost confidentiality and stored in compliance with data protection regulations. Safeguard sensitive information and ensure it’s accessible only to authorized personnel.
- Maintain a process for disposing of outdated or irrelevant staff records in line with company retention policies and applicable laws.
Employee benefits admin + GPA Policy Support (30%) - Communicate benefits to all staff, management, and mentors, ensuring they are fully informed about available perks and entitlements.
- Keep staff updated on any changes or enhancements to employee benefits, ensuring clarity and transparency.
- Manage and coordinate bereavement support for both staff and mentors, ensuring a compassionate and efficient process. This may include arranging for condolences, support packages, or other appropriate assistance.
- Coordinate the distribution of baby hampers for staff, ensuring the timely and thoughtful delivery when babies are born.
- Support the planning and execution of the end-of-year Tenets Awards, recognizing staff who embody the organization’s core values. This includes coordinating nominations, organizing the award ceremony, and managing logistics.
- Provide support to staff with medical insurance-related queries and issues, including claims and coverage inquiries.
- Ensure accidents or incidents are promptly reported to Sanlam, ensuring compliance with policies and timely responses.
- Offer support to both staff and mentors in navigating the claims process with Sanlam, ensuring claims are processed efficiently and accurately.
- Coordinate the processing of scholarship requests for staff, ensuring timely and accurate submission of necessary documentation. Provide guidance to staff on eligibility and the application process.
- Assist staff with wedding-related support, providing necessary guidance and coordination, and ensuring any related benefits are provided as per company policy.
- Support with the printing and distribution of staff IDs and business cards, ensuring that employees have the necessary tools for professional engagement.
- Manage and process payments to external HR service providers, including GPA, medical insurance companies, and other vendors. Ensure timely and accurate processing of invoices and coordinate with the finance team for payments.
- Prepare and send monthly updates on GPA coverage to the HR Manager for review & Approval before sharing with Sanlam.
HR Logistics & Events (20%) - Oversee the processing and tracking of work permits, special passes, and NGO permits for staff members as needed. Ensure that all necessary documentation is completed and submitted in a timely manner to avoid delays in staff deployment.
- Monitor and ensure that all staff with applicable work permits have their documentation renewed on time, complying with local labor laws and regulations.
- Take the lead in announcing, coordinating, and overseeing the execution of key Educate! events such as MMMM, mid-year retreats, and end-of-year parties.
- For MMMM (Monday Monthly Morning Meetings), assist in the logistics, ensuring everything from venue arrangements to communication with attendees is handled smoothly.
- For the mid-year retreat, support the planning process, including coordinating venues, transportation, and team-building activities.
- For the end-of-year party, help coordinate all aspects from venue selection to entertainment and catering, ensuring that staff feel celebrated and appreciated.
- Plan and coordinate department dinners for May and June, ensuring that team members have an opportunity to connect in a relaxed and informal environment. Manage venue booking, RSVPs, and any other logistical needs.
- Organize and celebrate employee birthdays, ensuring that staff feel recognized on their special day. This may include coordinating with relevant departments for small celebrations or birthday presents, as appropriate.
- Coordinate and facilitate regular happy hours or informal team gatherings to promote camaraderie and morale among staff members.
- Organize termly achievement celebrations, acknowledging milestones, targets met, and individual contributions. This can include organizing recognition events, certificates, or small team celebrations to ensure staff feel appreciated for their contributions.
Qualifications, Skills and Experience: - Bachelor’s Degree, preferably in human resources or a related subject.
- At least 3 years of professional experience, with at least 2 years of directly working in the HR Department or related field.
- Passion for recruiting and developing top talent
- Some experience working in a startup or social enterprise environment is strongly preferred.
- Proficiency with Google Suites and MS Office Suite, with excellent MS Word and Excel skills, etc.
- Excellent interpersonal and written communication skills, strategic Skills, Project Planning, and Problem-solving skills
- Should be systems-oriented, have high integrity with experience in multitasking in a fast-paced environment, set priorities, work independently, as well as thrive as a team.
- Passion for Educate! the mission is a must, but past work in education or youth development is not required. We value diverse perspectives and encourage applications from people with a variety of backgrounds. Background working with and promoting youth agenda in a non-profit set-up is an asset.
- Fits our Five Cultural Tenets (see What is Educate! About? below); Learn more by looking at Educate!’s culture deck here
How to Apply: All candidates should apply online at the link below. Click Here For more of the latest jobs, please visit https://www.ugashare.com or find us on our facebook page https://www.facebook.com/Ugashare Job Title:  Senior Finance Manager, WatSSUP Organisation: GIZ Uganda Duty… Job Title:  Communications Officer Organisation: ZOA Uganda Duty Station: Gulu, Uganda… Job Title:  Environment, Climate Change and Resilience (ECCR) Program Officer… Job Title:  Finance & Administration Coordinator Organisation: ZOA Uganda Duty… Job Title:  Climate Change Trainee  Organisation: GIZ Uganda Duty… Job Title:    Nile Breweries Limited Internship June / May 2025 (Several…
|