Human Resources Assistant

Job DetailsJob Location: Yumbe-Bidibidi - Yumbe-Bidibidi, Uganda 00000Position Type: Full-TimeTravel Percentage: Up to 75%JOB SUMMARY                                This HR Assistant contributes to the calling of Medical Teams International by providing the department with HR, logistical and administrative support for the department to deliver onto the goals of the Organization. This role will also serve as the backup for all HR functions to Human Resources Officer.     JOB RESPONSIBILITIES   Maintain HR records at field level and ensures staff files are complete as per requirements  Support in facilitating onboarding processes to ensure new staff are informed of Medical Teams policies, benefits and job duties, and are equipped with the necessary tools to perform their job. Ensure all staff have completed their monthly timesheets and Attendance and submit to Human Resources Officer  Distribute leave forms and track utilization per project cycle Coordinate the recruitment schedules and support with actual interviews  Support in creating new hires into UNIT4 upon signing appointment letter Support in submitting monthly payroll changes and reviewing payroll before payment Support in coordinating disciplinary cases and investigations according to Medical Teams policies and processes in liaison with HR Kampala team  Provide administration and logistical support to the team – organizing meetings, trainings, travel  Receives and screen information and documents within the department and follows up feedback for appropriate action  Raise purchase requests for all procurement for the department  Assist in coordinating staff welfare activities and support – celebrating milestones and supporting staff bereaved  Provide support in the recruitment and selection process – shortlisting, screening and interviewing  support with drafting appointment letters for all new staff within the location.  Support with conducting candidates reference verification process  Support in coordinating the employee exit process, including exit interview, processing terminal benefits in liaison with Country office. Support HRO in enrollment of new staff to insurance schemes and gathering documentation needed for processing injury claims.   Support staff health and safety by enrolling new staff to insurance schemes, collecting and submitting documents, reporting injury claims and safety incidents in line with reporting/submission requirements. Support in preparing monthly, quarterly, and annual donor reports and HR Summary reports as required  Support performance management process by resolving and where required escalate employee issues to the HR Officer, and ensuring performance appraisals are conducted according to MTI policies and procedures  Attend to general HR related enquires from staff   Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.     Additional duties as assigned.     QualificationsEDUCATION, LICENSES, & CERTIFICICATIONS Required: Bachelor’s Degree in Human Resource Management, Industrial & Organizational Psychology EXPERIENCE Minimum 2 years of progressive HR generalist experience  Experience in Humanitarian sector will be an added advantage  Experience working with data, information and administration is an added advantage  KNOWLEDGE, SKILLS, & ABILITITES Knowledge:   In-depth knowledge of HR functions including, recruitment, onboarding and offboarding, and performance management Skills:   Skilled with office software: Microsoft Word, Excel, and PowerPoint.   Skilled with communication software: Outlook, Internet, CRM (or other database programs).   Good interpersonal and relational skills  Abilities:  Ability to organise work priorities, manage competing priorities and deliver on commitments  Ability to maintain confidentiality   Excellent attention to detail  Ability to communicate with all levels of staff, orally and in writing reports  Ability to work collaboratively with others.  Good interpersonal and relational skills  Computer skills, especially with Word, Excel, Power point as well as internet navigation and electronic records management  Ability to be flexible and manage stress, especially in situations which require a high degree of sensitivity, tact, and diplomacy  Ability to be honest and foster an atmosphere of trust and integrity  Ability to support MTI Calling and adhere to the MTI Code of Conduct. Ability to commit to Medical Teams International Calling Statement and Core Values. PHYSICAL CONDITIONS & WORK ENVIRONMENT Physical Requirements:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  Frequent use of personal computers, databases and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.  Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.  Frequent communication and exchange of information among colleagues and people of concern which requires the ability to speak, hear, convey and express oneself.  Frequent close vision and the ability to adjust focus.  Occasionally, ascends/descends stairs, steps, or ladder depending on the role. Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.  The employee may occasionally lift and/or move heavy items  Seldom to occasionally position oneself to stoop, kneel, crouch, or crawl.  If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.    Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderately quiet.  The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.    NOTE:  The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job.  It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position.  Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.  Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates' eligibility, thorough background checks, police clearance, and professional reference check processes.  Medical Teams International is an equal opportunity employer and DOES NOT at any stage of the recruitment process (application, Shortlisting, interview meeting, processing, reference verification, training) request candidates to make payments of any kind. Further, Medical Teams International Uganda DOES NOT retain any agent to conduct recruitments on behalf of the organization. Please note that under NO circumstances   shall Medical Teams International Uganda be held liable or responsible for any claims, losses, damages, expenses or other inconvenience resulting from or in any way connected to the actions of fraudsters and other false agents.