HR Assistant job at ZOA Uganda | Apply Now

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.

• Ensure all recruitment records are complete and filed in a safe place.

• 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.

• Liaise 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.

• Ensure training completion reports are submitted and keep an up-to-date list of all staff who receive training.

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

• Any other relevant HR and administration duties to be assigned.