People & Culture Operations Officer job at DFCU Bank

DFCU Bank is seeking a People & Culture Operations Officer to join their team in Uganda. This role reports to the Head of Shared Services and is responsible for implementing and overseeing HR operational practices in alignment with Bank policies, procedures, and labour laws. The officer will be involved in onboarding new staff into the HRMIS, ensuring files are complete, registering employees for medical insurance, processing staff IDs, preparing employee-related letters, and maintaining accurate, well-organized, and securely archived employee records.

KEY ACCOUNTABILITIES:

• Manage end-to-end onboarding by collecting required documentation, confirming file completeness, creating digital and physical records, registering employees in the HRMIS and coordinating staff IDs.
• Administer employee medical insurance, including registration of staff and dependants, monthly schedule updates, removal of exited employees and efficient handling of medical claims.
• Maintain accurate, current and securely archived employee records in physical and digital formats, in line with documentation and data protection requirements.
• Prepare and issue HR correspondence, including appointment, confirmation, contract amendment, probation and other employment letters, accurately and on time.
• Support leave administration, probation tracking, staff movements, offboarding, insurance administration and work visa processing in coordination with the P&CT team.
• Conduct regular audits of staff files and HR records to ensure completeness, accuracy, policy and labour-law compliance, and audit readiness.
• Provide responsive operational support to People & Culture Business Partners, line managers and employees, resolving documentation issues and ensuring consistent service delivery.
• Manage the secure storage, retrieval and disposal of HR documents in accordance with internal governance standards and applicable data protection laws.
• Maintain accurate employee information in the HRMIS and support reporting through data integrity, timely updates and record availability for decision-making.
• Oversee confidential HR records, promptly identify and resolve discrepancies, ensure weekly document filing and update active and exited employee filing cabinets monthly.

KNOWLEDGE, SKILLS, AND EXPERIENCE REQUIRED:

• A Bachelors of Honours Degree in Human Resource Management, Industrial and Organizational Psychology or a related field.
• A post graduate degree in Human Resources Management is added advantage
• At least four years of generalist Human Resources experience, preferably in a financial institution.
• Self-motivated and self-driven.
• Strong proficiency in Microsoft Office applications.
• Good understanding of Bank policies, procedures and functional interdependencies.
• Experience using an HRMIS.
• Sound industry and business awareness.
• Expert knowledge of Ugandan labour laws and familiarity with international labour laws.
• Excellent problem-solving and decision-making skills.
• Strong organization, interpersonal, communication, planning and analytical skills.
• High integrity and ethical standards aligned with the Code of Ethics and Business Conduct.
• Excellent negotiation skills.
• Strong attention to detail and a clear sense of urgency.
• Ability to work effectively under pressure in a fast-paced environment.

• Manage end-to-end onboarding by collecting required documentation, confirming file completeness, creating digital and physical records, registering employees in the HRMIS and coordinating staff IDs.
• Administer employee medical insurance, including registration of staff and dependants, monthly schedule updates, removal of exited employees and efficient handling of medical claims.
• Maintain accurate, current and securely archived employee records in physical and digital formats, in line with documentation and data protection requirements.
• Prepare and issue HR correspondence, including appointment, confirmation, contract amendment, probation and other employment letters, accurately and on time.
• Support leave administration, probation tracking, staff movements, offboarding, insurance administration and work visa processing in coordination with the P&CT team.
• Conduct regular audits of staff files and HR records to ensure completeness, accuracy, policy and labour-law compliance, and audit readiness.
• Provide responsive operational support to People & Culture Business Partners, line managers and employees, resolving documentation issues and ensuring consistent service delivery.
• Manage the secure storage, retrieval and disposal of HR documents in accordance with internal governance standards and applicable data protection laws.
• Maintain accurate employee information in the HRMIS and support reporting through data integrity, timely updates and record availability for decision-making.
• Oversee confidential HR records, promptly identify and resolve discrepancies, ensure weekly document filing and update active and exited employee filing cabinets monthly.

• Strong proficiency in Microsoft Office applications
• Good understanding of Bank policies, procedures and functional interdependencies
• Experience using an HRMIS
• Sound industry and business awareness
• Expert knowledge of Ugandan labour laws and familiarity with international labour laws
• Excellent problem-solving and decision-making skills
• Strong organization, interpersonal, communication, planning and analytical skills
• High integrity and ethical standards aligned with the Code of Ethics and Business Conduct
• Excellent negotiation skills
• Strong attention to detail and a clear sense of urgency
• Ability to work effectively under pressure in a fast-paced environment

• A Bachelors of Honours Degree in Human Resource Management, Industrial and Organizational Psychology or a related field.
• A post graduate degree in Human Resources Management is added advantage
• At least four years of generalist Human Resources experience, preferably in a financial institution.