Organization: Innovations
for Poverty Action (IPA)
Duty Station: Kampala, Uganda
Innovations for
Poverty Action (IPA) is an international non-profit research organization.
Based in New Haven, CT, with offices in New York, NY, Washington, D.C. and
worldwide, IPA works with development partners and academic researchers to
create and evaluate approaches to solving development problems, to communicate
“what works” in development and to scale up successful projects in a variety of
fields, including health, education, microfinance, governance and agriculture.
Job Summary: The Human
Resource Assistant will provide support in the management of Human Resource
functions at IPAU for both full time salaried staffs and hired consultants. The
incumbent will support the HR Manager to ensure that HR issues are carried out
efficiently and effectively, based on the IPA policies and procedures,
statutory legal requirements of the government of Uganda and donor guidelines.
The Human Resource Assistant will also deputize the HR Manager in performing
general duties.
Key Duties and Responsibilities:
1.
Recruitment Support: Support the HR
Manager to manage the recruitment and selection process for all vacant
positions, specifically in the coordination of the whole process from posting
of adverts, shortlisting, conducting interviews up to on boarding processes.
·
Ensure that staff records are complete as per the HR
file checklist, up to date and kept confidential in individual HR files.
·
Update and maintain staff lists by project, contact
inform, gender and provide to the HR Manager on a monthly basis.
·
Facilitate issuance of medical and staff Identity
Cards for new staffs and returned at end of employment.
3.
Staff Training and Development activities:-
·
Work closely with the Administrative/Operations
staff ensure logistical arrangements are efficiently made to facilitate
training events and staff retreats.
·
Ensure that full time staff produce training reports
after each training attended.
·
Maintain a staff training record database and
training events calendar.
·
Manage the staff wellness program
4.
Insurance Management:-
·
Follow up timely annual policy renewals, preferably
a month prior to expiry.
·
Update and maintain file record of all insurance related
correspondences
·
Prepare payment requests as appropriate
·
Group Personal Accident
o Update the GPA
insurance list regularly to include new and outgoing staff.
o Maintain file
copies of all incoming and outgoing correspondence to the insurers.
o Keep track of
all accident related cases, filing insurance claims, following up on all
relevant documentations that includes police reports, filing in relevant claim
forms, submission of medical receipts and doctors notes, contractors, prepare
payment vouchers for approval.
o Monthly
allocation of GPA Insurance costs to projects with the Supervision of the HR
Manager and submit to the Finance Manager.
·
Medical Insurance
o Ensure medical
provider and individual issues are promptly addressed.
o Timely
communicate to the medical service new staff and family additions and provision
of cards and terminations & retrieving of cards from departing staffs.
o Maintain file
copies of all incoming and outgoing correspondence to the service providers
o Reconcile
staff/dependents list for insurance purposes.
·
Money Insurance
o Maintain an
updated list of all staff covered under the policy, specifically staffs that
handle cash transactions
o Follow up as
appropriate on all claims with the insurer
o Manage the
filling system for the HR department.
o Periodically
review personnel files against the HR checklist for accuracy and completeness
of personnel records and filing.
o Label all files
and develop a systematic filling list.
o Open new files
and recommend old files for closing.
o File all
documents promptly and retrieve them when requested.
o Maintain
contracts/agreements schedule for HR services ensuring that agreements are
renewed timely – a month prior to expiry following systematic procurement
process.
5.
For short-term contractors:
·
Support the HR Manager in maintaining a database of
field staff, including
·
Improving the existing database to accommodate its
size..
·
Update the database with current consultants hired
by project, location, telephone contact
·
Categorize the database by different language
groups, paying attention to multi-language speakers.
·
Maintain the database of only actively hired field
officers
·
Participate in the hiring process for Field Officers
in collaboration with respective Field Management Teams.
·
Ensuring all supervisors are completing performance
evaluations at the end of each data collection and ensure the information is
entered in the database, and that all supervisors have constant access to past
evaluations.
·
Raise Purchase and Payment Requests for all HR related
procurement transactions ensuring all relevant information, data and chart of
accounts coding is recorded correctly.
·
Compile bank and TIN information for newly recruited
short term contractor staff and full time staff.
·
Verify bank information, timesheets and payments for
short term contractors.
·
Communicate to your supervisor, the finance manager
and project management teams promptly any challenges.
·
Computer Group Personal Accidents deductions and
submit to Finance office
7.
Other Duties: As assigned by your supervisor, perform other
tasks, which are consistent with your level in the organization.
Qualifications, Skills and
Experience:
·
The applicant should preferably hold a Bachelor’s
degree in Human Resource management or equivalent.
·
A minimum of three years’ experience in Human
Resource Practice with an International NGO or UN Agency.
·
Good writing and analytical skills.
·
Ability to apply creative thinking to practical
problem solving with an aim of improving service delivery.
·
Ability to work with minimum supervision
·
Ability to manage multiple tasks at a time and work
effectively with colleagues from different backgrounds
·
Good computers and ICT skills, fully capable with
Microsoft Office (MS Word, Excel and PPT)
·
Previous experience in payroll management and working
on large databases.
·
Cultural sensitivity and demonstrated ability to
work successfully with diverse constituencies required;
·
Flexible and proactive work ethic with a
demonstrated interest in the vision and mission of IPA
·
Excellent interpersonal relationship management
skills and abilities.
·
Demonstrates maturity, foster an environment of
integrity, trust, respect and confidentiality of information.
·
Good problem solving abilities.
·
Ability and willingness to travel to various project
sites
·
Ability to safely and successfully perform the
essential job functions consistent with government standards, donor regulations
and IPA policies and procedures.
·
Demonstrate excellent communicate skills
·
Excellent organizational skills.
·
Ability to assimilate and analyze situations, plus
skill in handling emergency situations.
All suitably
qualified candidates are encouraged to send their E-mail applications with
the subject line “Human Resource
Assistant” including an updated CV and cover letter expressing interest / fit
for the role and expected monthly salary tax inclusive (GROSS PAY) and send
them to: jobs-uganda@poverty-action.org
Deadline: 20th November, 2015
by 5:00 pm
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