Job Title: Regional Human Resource Officer
Organisation: Food for the Hungry (FH/U)
Duty Station: Kampala, Uganda
About US:
Food for the Hungry (FH/U) is a Christian international relief and development organization that has been working in Uganda since 1989. FH is currently operating programs in Asia, Latin America and Africa with support offices in the UK, Canada, Switzerland, Sweden, United States of America and Japan. FH’s primary goal is to end all forms of poverty World-wide. In Uganda, FH is operational in the Districts of Adjumani, Kitgum, Lamwo, Kole, Kween, Mbale, Namutumba and Amudat Districts implementing programs in four main sectors of Education; Food Security and Livelihoods; Health/Nutrition and Disaster Risk Reduction; with the Head office located in Kampala.
Job Summary: Under the supervision of the Human Resource Manager, the regional Human Resource Officer is responsible for providing support to all Human Resources functions at regional level in the designated fields of operation. This will include rolling out FH’s HR Operating Policies and Procedures which covers recruitment, orientation, compensation, Payroll, Staff Insurance, Leave Management, professional development, performance management and exit management. The regional human resource Officer will coordinate with Regional program managers and Program Area Managers and support office staff on the various HR functions and work closely with the team to ensure compliance with FH administrative standards and with local laws and regulations.
Key Duties and Responsibilities:
Recruitment and On-boarding:
- Coordinate all the recruitment requests and follow through on hiring procedures in line with the
- Liaise with Hiring managers in identification of staffing gaps.
- Prepare and post all job advertisements for all vacant positions in appropriate channels and ensure wide and appropriate distribution, this includes e-filing of application and sending out HR communications on this process.
- Maintain an organized recruitment resource database and bi-weekly update the recruitment status report and send it to all managers on a quarterly basis.
- Conduct reference checks for all selected candidates while ensuring proper tracking of all recruitment reports.
- Organize and conduct interviews at regional level and follow through on hiring procedures in line with the FH policy.
- Liaise with hiring managers to ensure new staff are oriented upon hire in the designated regional Cluster offices.
- Facilitate probation reviews and confirmation of staff within acceptable and set time lines.
Staff development & Training
- Support the PAM’s to develop and implement cluster learning and training plans
- Coordinate staff trainings in accordance with the Learning and Development Plan; monitor and track
- regional staff trainings, ensuring all stall fill out feedback reports and all related training documents in total compliance with FH’s policies and procedures.
- Support staff learning by creating innovative ways of encouraging on line learning for all staff to improve their computer skills and knowledge.
- Coordinate training courses for employees as required and as recommended from the training needs
- Support clusters in collecting and submitting reports to the RPM and the HRM while designing of annual training calendars and programs
- Run monthly reports for management advise
HR Management (Organizational management)
- Support in implementation and roll out of HR processes.
- Support the Human Resource Manager in order to include HR parameters in the country program
- strategic action plan and all strategic decisions related to FH in Uganda
- Support HR Manager in change management in the different clusters/fields within the designated region
- Maintain a thorough knowledge of FH personnel policies and ensure the implementation of these policies.
- Carry out data clean up to ensure data consistence.
- Liaise with PAMs to ensure there are staff team building activities at each cluster.
Benefits Management
- Coordinate staff welfare management initiatives across the field clusters in collaboration with Managers.
- Ensure that staff Provident fund is calculated correctly and paid on time to staff that have exited.
Health Insurance management:
- Coordinate the staff health insurance scheme ensuring timely and accurate quarterly reports from
- the service provider;
- Enroll all staff and their dependants plus ensuring that they all receive medical cards in a timely manner.
- Ensure all new staff benefit from the scheme upon recruitment into the organization timely.
GPA Insurance management
- Coordinate staff Group Personal Accident compensation scheme; submit monthly reports and ensure all staff are enrolled to the scheme upon hire
- Ensure that exited staff are removed from cover and credit notes are issued by the insurer.
- Sensitize all staff in regard to the GPA insurance and what to expect from the service.
- Ensure that all claims registered are paid off by the service provider.
Performance management
- Track contract expiry dates with staff and follow up with PAMs of renewals and non-renewals
- Facilitate new staff in completion of relevant HR documents.
- Ensure that clear job descriptions exist for all positions, and include responsibilities, authority given, and accountability for reports and results.
- Coordinate timely performance appraisals and maintain an updated performance Management evaluation database for all staff in coordination with line managers.
- Support and ensure that performance evaluations for all staff are conducted on time, and review all evaluations to ensure quality and consistency
- Maintain and update HR on any employee changes or movements/transfers
Payroll Administration
- Develop and review the regional payroll salary mapping in liaison with Finance Departments while providing all the necessary backup documents with support from the HR Assistant.
- Act as the focal point person for the regional payroll process and appropriate HR information is prepared and submitted to finance on timely basis.
- Make follow up for the exiting staff to receive their severance pay on time as stipulated in the HR manual with support from HR Assistant and finance team.
Reporting and Information Management/Leave Management
- Maintain the HR Data Base in all field offices and make follow up on regularly employee information update.
- Ensure adherence to annual leave plans
- Manage all staff leave through the Human Resource Information Orange System (Orange system)
- Prepare and manage the HR Metrics reports and ensure timely submission Quarterly
- Conduct an annual HR personnel file audit for the country program and ensures total compliance with HR records and propose recommendations for action point in all field offices and report to the HR Manager
- Ensure the HR Manager is informed of all developments and issues pertaining to Administration
- Run monthly reports for management advise
Exit Management
- Process all termination paperwork for all clusters in the region including preparation of termination notice letters in relation to closing projects.
- Work closely with Line Managers to ensure exit interviews are done by all staff.
- Ensure that exiting staff are removed from the Health Insurance scheme and GPA schemes accordingly
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree (B. A.) in Human Resource Management, Business Administration or a related field.
- A post graduate diploma/degree in Human Resources management is an added advantage.
- At least three years of practical experience in a similar position
- Working knowledge and experience in HR function.
- Vibrant personal relationship with Christ and demonstrate willingness to live in a ‘spiritual community’
- Proven skills in administration and human resources management
- Strong organizational, leadership and interpersonal skills
- Good administrative skills with high level of integrity.
- Strong written and oral English communications skills
- Excellent computer skills including MS Word, Excel, PowerPoint and Outlook
- Ability to present information effectively; experience providing training and staff development a plus good analytic skills and ability to settle disputes.
- Must demonstrate flexibility to adapt to changing requirements; must be able to work independently while being a strong team player;
- Strong skills in collaboration with multi-cultural and diverse teams
- A team builder with excellent people skills; must be culturally sensitive
- Commitment to consistently improving and developing innovative HR solutions in response to HR/organizational Country Program challenges
- Working knowledge of implementing multi-sectoral developmental projects
- Demonstrated interpersonal and mobilization skills and proactive problem-solving skills.
- Knowledge and sensitivity to gender equality, ethnic minority issues in confidential situations
- Language: Excellent spoken and written proficiency in English
How to Apply:
All suitably qualified candidates are encouraged to apply by Clearly stating the position applied for in the Subject line and submitting only electronic copies in one pdf file not more than 25MB of an application letter, a detailed CV, contact telephone numbers, copies of relevant testimonials/certificates, names/contact details of three referees, addressed to:
The Human Resources Manager, Food for the Hungry Uganda Email: recruitment-fhuganda@fh.org
Deadline: 19th April 2023
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