HR Assistant

Knowledge & experience:

• Bachelors' degree in Human Resources Management, Industrial & organization Psychology, social sciences or related field.
  
• Good working knowledge of local HRM practices, particularly as they pertain to the NGO sector
  
• At least 2 years’ experience working as an HR generalist in the (I)NGO sector
  
• Experience working with various HR Information Systems, including online applications
  
• Excellent command of English
  
• Knowledge on HR metrics
  

Records Management & Administration

• Maintain accurate and updated staff files both in hard copy as well as ERP and ensure confidentiality at all times.
  
• Ensure an updates staff database for all staff categories with updated staff information.
  
• Support HR audit processes by providing the required documents/information.
  

Recruitment

• Support staff recruitment and selection process, including support with recruitment of Drivers, guards and office assistant.
  
• Communication with candidates, organising interviews, liaising with colleagues regarding scheduling, written tests, and maintaining interview records
  
• Seeking references for selected candidates with support from the HR Manager.
  

Induction of new staff

• Coordinate induction programme for new staff entering the organisation, liaising with programme staff and management team to ensure the induction programme is delivered and successful onboarding is completed.
  
• Liase with the respective programs & logistics coordinators to ensure new staff have the necessary tools to work like laptops and motorcycles where applicable.
  

Health insurance and GPA

• Ensure all new staff have medical insurance cards and the accessible hospital list.
  
• Ensure all accidents are reported to the insurance company and all cases compensated.
  
• Contact point for ZOA Uganda insurance policies with our health insurance & GPA Insurance providers.
  

Leave Management

• Maintain a leave tracker for Kampala staff. Coordinate with the Administrators at field leave to ensure all leave trackers are updated.
  
• Ensure proper leave planning by all staff and monitor all leave balances to remind staff to take leave.
  
• Ensure compliance with all leave policies within the ZOA Employee Handbook.
  

Training and development

• Consolidate all identified training and development needs for all staff, compile annual training plans and monitor implementation of the training plan.
  
• Coordinate all training activities by raising procurement requests in a timely manner for all service providers and coordinate with Admin for all the necessary tools.
  
• Support staff in accessing online trainings through the ZOA academy and ensure all staff complete the mandatory courses.
  

Performance monitoring

• Support the HR manager in tracking staff performance through objective, midyear reviews and end year evaluations.
  
• Review the staff evaluation reports to ensure they are correctly filled and ensure proper documentation of all the records.
  

Exit Management

• Ensure staff exiting the organisation fill the necessary documents including the exit interview, exit checklist and handover report.
  
• Prepare exit letters and certificates of service for all staff that are exiting the organisation.
  
• Coordinate with Finance to ensure payments of final benefits to staff.
  

Accountability

• Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda
  
• Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures
  
• Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach