Job forHuman Resource Assistant Innovations for Poverty Action (IPA)

Job Title:  Human Resource Assistant 

Organization: Innovations for Poverty Action (IPA)

Duty Station: Kampala, Uganda

About US:

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.

2. Staff Records:-

·         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.

6. Payment process

·         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.

How to Apply: 

All suitably qualified candidates are encouraged to send their E-mailapplications 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: 20^th November, 2015 by 5:00 pm