Job Title: Senior Human Resource Assistant
Organisation: Church World Service (CWS)
Duty Station: Kampala, Uganda
Reports To: Human Resource Officer
About US:
Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.
Job Summary: This position is responsible for proper maintenance of HR records/files to ensure efficient and effective filing system, management of leave, time and attendance as well as maintenance of work permits and other pertinent documents for international staff in accordance with the guidelines of DOS/PRM and RSC Africa policies and procedures, and support with staff welfare matter. This position serves as an overall support to the HR Officer and HR Manager and may assist in any area of Human Resources.
Key Duties and Responsibilities:
- Maintains an efficient and effective filing system for HR documents, including the filing of staff files using the checklist.
- Organize HR fileserver and manage the archiving of HR documents as per CWS RSC Africa policy.
- Preparation of Payroll Management Reports (PMRs) for international and South Africa staff and communicating the same to HQ for payroll action.
- Ensure smooth coordination of travel and accommodation logistics for new international staff and advise them on the visa requirements.
- Maintains accurate staff list and complete all the information as guided by the supervisor.
- Ensure staff have read, and signed all the policies as required and maintain an up to date staff list with all the policies for quarterly reporting as per Program Integrity Guidelines.
- Maintains an up to date emergency contact list for CWS Africa.
- On-board new hires (collect new hires documentation, prepare of IDs and issuance of access cards to new hires and visitors)
- Work with IT to ensure access cards are activated and returned when not in use especially by the visitors and exiting staff.
- Support with recruitment exercise and communication with candidates.
- Manage staff leave, timesheets, and communicate to the payroll person.
- Prepares regular reports including: monthly overtime report, monthly sick and annual leave report for Kampala, and monthly international staff work permit report.
- Maintains a thorough understanding of Ministry of Internal Affairs requirements for work permit and identity card processing/cancellation for international staff.
- Maintains a notification system for work permits, visas and ID renewals and liaises with the individuals and their supervisors.
- Work with HRO to ensure international staff work permits, visas and IDs are processed in good time.
- Maintains updated copies of staff documentation including passports, vaccination cards, national ID, and educational certificates.
- Ensure staff exiting have been provided with clearance forms and exit interview global link.
- Prepares certificates of service for separated staff in accordance with CWS Africa’s standard operating procedures and relevant labor legislation.
- Prepares monthly probationary report and share with supervisors/managers a month before the probation end date.
- Maintains and updated staff list (new hires, promotions, deletions, etc. and saved on the file server by end of every month).
- Maintains notification system of pending employee performance reviews and liaise with the supervisors and employees concerned.
- Maintains contract expiry dates and update the unit heads two months in advance.
- Supports with the development of SOP and implementation of the same.
- Ensure staff medical and other insurance coverages are up to date. This includes but is not limited to enrollment, deletions, issuance/replacement of medical cards, trainings, debits, credits, evacuations and monthly reconciliation of the payments.
- Performs other duties that may be assigned to ensure effective and efficient administration of CWS Africa Human Resources section so as to meet the program’s objectives and maintain high professional standards.
Qualifications, Skills and Experience:
- The ideal applicant must hold a Bachelor’s Degree or four (4) years of relevant paid experience in lieu of a Bachelor’s Degree required.
- Diploma in Human Resources strongly preferred.
- Member of Institute of Human Resource Managers Association of Uganda
- Four (4) years of work experience required
- One (1) year of experience in a busy HR office is required.
- Experience in the Non-Governmental sector preferred.
- Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access
- Excellent English communication skills, both oral and written
- Excellent organizational and time management skills
- Excellent understanding of confidentiality
- Strong interpersonal skills
- Strong analytical skills with the ability to understand, process, and document information
- Manage large and diverse workload under pressure with competing priorities.
- Maintain the integrity of official records;
- Analyse and solve complex problems and make sound decisions;
- Work with minimal supervision
- Maintain a high performance standard with attention to detail;
- Work independently and contribute to overall operations of RSC Africa;
- Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
- Strong English communication skills, both written and oral.
- Ability to work in a multi-cultural environment required.
- Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required
How to Apply:
All suitably qualified candidates should apply online at the link below.