Human Resources Assistant – Marie Stopes International – kampala

About US:
Marie Stopes International (MSI) is an international non-profit organisation providing personalised contraception and safe post-abortion care services to women and girls. Our local teams of professionals are passionate about the work they do in communities across 37 countries. The services we provide give a woman the power to choose when she has children so that she is free pursue her plans and dreams for herself and her family.

About USAID LTM Programme:
Established in 2008, Marie Stopes International Uganda (MSI Uganda) is an international branch office of MSI. In 2015, MSI Uganda assumed leadership of the USAID Long Term Methods (LTM) Programme. The LTM Programme expands affordable services and choice of the full range of contraceptive choice to rural and underserved communities through a dynamic mix of mobile clinical outreach, social franchising and community based distribution. In partnership with the Ministry of Health, this programme supports the long term capacity of public and private sector providers to deliver high quality FP counselling and services.

Job Summary: The Human Resources Assistant will be responsible for through the provision of support the implementation of HR Operational service to Marie Stopes International (MSI) Uganda staff through timely HR operational support in the key areas of staff benefits; staff information and archiving.

Key Duties and Responsibilities:
1. Timely support of staff welfare, benefits and working tools:
· Ensure that all staff are subscribed on the health insurance scheme and have functional insurance cards
· Expeditiously follow up on staff uniforms, name tags etc
· Work closely with the Administration Office to provide working equipment to all the new joiners
· Draft loan recommendation letters for staff
· The incumbent will draft account opening letters for staff
2. Timely and effective support to staff information:
· Organize bi-monthly staff meetings
· Take minutes and circulate them timely prior to the following meeting
· Follow up on action points that arise during the staff meetings
3. Management of All Staff Records and Archiving:
Employee Files and Staff Lists:
· Ensure that staff personnel files are current and complete
· All staff lists are up to date and circulated to appropriate departments
· Ensure that all staff have contact details for senior staff
· Send a monthly report detailing leavers and joiners of the organisation and reasons for the staff turnover
Leave Plans and Records:
· Prepare annual leave plans and present 30th January
· Ensure that all leave taken is appropriately recorded and report monthly
· Capture staff leave into the available HR database
· Work closely with Finance department to reconcile leave compensation entitlements upon exit of the staff

Qualifications, Skills and Experience:
· The ideal candidate for the Human Resource Assistant vacancy should hold one to two years’ experience in HR administration or related field
· Prior exposure and experience in HR support in a busy organisation with staff based in multiple locations
· Working knowledge of or ability to learn and adapt to the organizational policies, systems and procedures
· Ability to work with little or no supervision
· Sense of fairness and equity in handling HR issues
· Absolute discretion and a high sense of confidentiality
· Be a good team player
· Excellent interpersonal and communication skills
· Excellent written and oral English communication skills
· Proficient in more than one Ugandan language desirable

Personal Competencies:
· Initiative: Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
· Innovative: Thinking creatively and outside of the box so that ideas generated create a positive outcome
· Effective Communication: Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
· Responsive: Being responsive to changing priorities and demands
· Working Efficiently: Planning, prioritising and organising work to ensure work is accurate and deadlines are met
· Sharing Information: Sharing information and knowledge whilst maintaining confidentiality
· Focus on Learning: Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
· Commitment: Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
· Driven: Drive and determination to deliver results
· Accountable: Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
· Embracing Change: Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
· Motivated: Motivation towards achieving quality results to maximise potential
· Team Player: Working as part of a team by being supportive, flexible and showing respect for each other

The Human Resources Assistant is required to demonstrate MSI Uganda’s core values of:
· Accountability of all staff to each other and our clients and stakeholders
· Equality of opportunity and access
· Value for money in the management of our resources

How to Apply:
All suitably qualified and interested candidates are encouraged to send their electronic applications including a cover letter, updated CV and academic documents via E-mail to: vacancies@mariestopes.or.ug.

Deadline: 21st September, 2015