HR Assistant at ZOA Uganda

Responsabilités

ZOA Uganda is hiring an HR Assistant 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. Key Duties 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. Liaise 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 Geographic Reference 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. Qualifications, Skills and Experience: Geographic Reference Health The candidate is expected to fully support the vision, mission and Christian values 0f ZOA (see https: Pour postuler a cette offre, cliquez sur le bouton "Postuler" afin d'acceder aux coordonnees du recruteur (email et/ou telephone).