Human Resource Officer - Kampala

Kampala

Organization: Mercy Corps
Location: Kampala
Grade: Level not specified - Level not specified
Occupational Groups:
- Human Resources
Closing Date: Closed

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

Mercy Corps has been present in Uganda since 2006, focusing its interventions on economic and agricultural development, maternal child health and nutrition, governance, conflict management and humanitarian response. In 2017, Mercy Corps had an impact on almost 1 million beneficiaries in Uganda through our work focusing on building resilience and enabling economic growth, improving opportunities to attain better health and nutrition, and improving governance and conflict management. Common themes include community engagement, inclusive development, gender, and working in partnership with local government, the private sector and civil society actors

General position summary:

The Human Resource Officer is a position that will report directly to the Human Resource Director. The HRO will work closely with Mercy Corps’ operations, finance teams, as well as program staffs to provide essential support to the Human Resource Function. The Human Resource Officer will be responsible for executing some daily routine Human Resource Tasks and ensure that these are being addressed in a timely and efficient manner.

ESSENTIAL JOB FUNCTIONS:

Employee Relations, Activities, and Wellness

Work closely with the Human Resource Director to establish an effective approach to employee relations, including staff communications, employee engagement, events management and feedback programs.

Leave Management

Support the Human Resource Director on annual leave planning and ensuring an approved leave plan at the beginning of every year.
Responsible for leave tracking throughout the leave year and updating the leave tracker
Ensure the leave uptake is in line with the Leave plan through consistent reminders to team members when leave is due
Share leave balances with the Human Resources Director on a quarterly basis

Work permits and visa processing

Liaise with Mercy Corps Uganda immigration consultant on acquisition of work permits, visas and other required documents for expatriates and their families.
Ensure that all International Staff have the proper working documentation and keep track of expiry dates to ensure prompt and timely renewal of documents.
Responsible for developing and updating a work permit tracker for all expatriates throughout their contract period.
Initiate the collaboration and engagement with the relevant expatriates regarding their work permits and visa status.
Focal point for the external work partners including but not limited to NGO bureau, Immigration and contracted MC consultant.
Responsible for timely submission of accurate documentation in line with immigration regulations.
Raise all necessary payments for approval and submit for payment to Finance.
Initiates the tender process for recruitment of the immigration consultant.

Payroll and benefits

Receive and review valid monthly timesheets and submit to Finance within agreed timelines

HR Database

Responsible for the development and updating of trackers including but not limited to performance management tracker, HR data tracker etc.
Updating all HR databases and maintaining through the Mercy Corps online HR System (HCM) and hard copy filing.
Managing the HR data around performance management, training needs, leave management, HCM, immigration and providing information for HR reports.
Responsible for handling all hard copy leave requests filing for both head office and field-based leave applications.

Recruitment and onboarding

Assist with the recruitment process by identifying candidates, conducting reference checks and follow up processes such as planning for all the new hires.
Support with placement and follow up on new field hires to ensure they are well and effectively settling in.
Provide feedback to the unsuccessful candidates after the interview process is complete.
Support the planning and onboarding process for all new hires, ensuring timely completion of onboarding documentation.
Process staff IDs, set up staff email accounts, and manage the onboarding documentation process.
Support orientations and update records of new staff; share the onboarding/ orientation/ induction Matrix with all managers and follow up on the process for all new staff at the National and field offices

Exit Management

Provide advise to staff exiting the organisation regarding exit clearances, interviews and exit policies on should be include in the exit package
Ensuring that all staff exit documents are gathered and filed.
Compile Exit interview responses, analyze and share with the Human Resource Director for action.

Performance Management

Support the probationary and annual performance evaluation process by providing timely reminders and follow up with supervisors with adequate notice (2months) prior to the evaluation date.
Maintain a track record of newly employed staff, and their due dates for confirmation and follow up with respective staff, supervisors, and managers on staff employment status.
Maintain a track record of performance reviews, capture the staff needs assessment and make training / growth recommendations based on the needs assessments.

Team Support

Support visits to the field teams as may be required
Work as a team member supporting the effective functioning of the HR Team
Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
Any other duties that may be assigned from time to time.

Supervisory Responsibility: Graduate Trainees, Interns (as applicable)

ACCOUNTABILITY

Reports Directly to: Human Resource Director

Works directly with: HR Coordinator, Senior Talent Acquisition Officer, Senior Roving HR Officer, HR Assistant, Field Administration Officers, Program Teams, Operations, and Finance Teams

Ethics and Integrity

All Mercy Corps staff member are expected to behave ethically and demonstrate highest integrity in their professional and personal life. Mercy Corps has zero tolerance to any form of fraud, corruption, abuse, harassment or exploitation. Any breach of our policies or misconduct will lead to disciplinary action or may lead to termination.

Essential Qualifications and Education:

3 - 6 years of experience in HR Practice, preferably with an International or Local NGO and proven knowledge of HR best practices and standards.
Bachelor’s degree in Human Resource Management, Organizational Psychology, Business Administration specializing in HR option.
A Post Graduate Diploma in Human resource Management is an added advantage
Deep understanding of Ugandan Labor Laws, regulations, policies, principle, concepts, and practices.
Efficient HR Administration and people management skills
Excellent record-keeping and database management skills: Able to exhibit a high level of confidentiality
A high degree of organizational skills using computer-based tools/software with demonstrated attention to details.
Strong communication skills including the ability to communicate frequently and effectively in both verbal and written form.
Proven ability to conduct him/ herself professionally under pressure.
Must be able to gather and analyze information skillfully.

Success factors: