Job Expired

Probationary Period: 6 months
Reporting to: HR Business Partner

Reporting to the HRBP, the purpose of this role is to support the delivery of effective HR Operational service to MSUG staff through the provision of timely operational support in all the key HR functions.

The HR Assistant is required to demonstrate MSU’s core values of:
1. Client Centred: dedicated to our clients and work tirelessly to deliver high quality, high impact services that meet clients’ individual requirements.
2. Courageous: Have the courage to push boundaries, make tough decisions and challenge others in line with our mission.
3. Mission Driven: With unwavering commitment, we exist to empower women and men to have children by choice, not chance.
4. Accountable: Ownership of our actions and focus on results, ensuring long term sustainability and increasing the impact of the Partnership.

Marie Stopes UG is an NGO registered in Uganda. We are affiliated to Marie Stopes International. Together we deliver quality sexual and reproductive health care and family planning to millions of the world’s poorest and most vulnerable men and women. We want to make sure that women have a choice when it comes to having children. The primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE .

Key Responsibilities
Employee Recruitment
• Prepare interview packs and distribute them before interviews.
• Documentation interview results.
• Carry out reference checks on successful candidate before job offer is done.
• Maintain record of job applicants in HRMIS.
• Manage the temporary staff recruitment process ensuring that all documentation is completed before engagement and that the temporary staff database is accurate and up to date.
Employee On boarding
• Communicate induction program to all concerned managers at least 1 week before the new staff reports for duty, effectively implement the agreed orientation program and ensure proper documentation of the process and copies filed in employee personal file.
• Coordinate role specific inductions with line managers and ensure recommendations are followed up and documented.

Employee Exit
• Conduct a smooth exit process and ensure that exiting staff complete the available documentation and all MSU property is returned before the last day of work.
• Ensure that exiting staff are deactivated from the HRMIS and ICT Infrastructure.

Benefits Administration
• Generate the issue letters introducing staff to banks for account opening plus obtain information from staff who are pursuing bank salary based loans and prepare the bank introduction letters for signature.
• Ensure all staff have NSSF numbers on file and facilitate those who do not have NSSF number to register (capture new NSSF number)
• Guide staff in accessing medical insurance and completion of GPA claims in case of accidents, Ensure follow up of insurance claims as and when necessary.
• Initiate and follows up death benefit for deceased staff or defendants as soon as the relevant information is received and confirmed and maintain an up to date record of these claims
Learning and Development
• File all training reports and attendance register while monitoring them against approved plans.
• Capture all completed trainings into the HRMIS database and training reports produced quarterly.
Staff Welfare
• Liaise with admin and ICT to ensure staff are provided with all work resources to execute their tasks e.g. computers and phone.
• Provide uniforms, name tags, IDs and medical cards to staff and ensure that minutes are taken and filed.
• Participate in arranging all staff teambuilding events, retreats, celebrations, functions…….etc.
Employee Records
• Ensure that staff personnel files are current and complete and that all information is reflected in HRMIS
• Ensure that all academic documentation on file is verified and up to date.
Leave plans and records
• Ensure that all staff have annual leave plans within the HRMIS
• Ensure that all academic documentation on file is verified and up to date
Performance Management
• Ensure that all appraisal documents are received from line Managers in a timely manner after the appraisal period.
Employee Labour Relations
• Maintain an accurate log of all employee grievances and disciplinary reports on both general and personnel files.

Knowledge skills and Attitudes
Qualifications:
• Relevant degree in Humanities with a bias in Human Resource
• Management Excellent written and oral English communication skills

Skills/Experience:
• Demonstrated experience in HR support in a busy organization with staff based in multiple locations
• Basic understanding of National legal requirements relating to HR, including labour laws and administrative law.
• Knowledge of or ability to learn and adapt to 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
• A team player with good interpersonal and communication skills.

Attitude / Motivation:
Successful performance at MSU is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. We encourage and expect all team members to demonstrate the following behaviours:
• 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.

Job application procedure

• Share your cover letter, CV and Academic documents as one PDF.
• Include the Job Title as the subject.
• Send to jobs@mariestopes.or.ug
• Deadline: 30th July 2024

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