Human Resource Associate

Job Title: Human Resource Associate

Location: Kampala, Uganda

Reports to: Human Resource Manager 

Contract: Fixed-term contract (possibility of extension subject to funding and performance)

Role Overview

The Human Resources Associate will provide professional and operational support across key HR functions, including recruitment, onboarding, employee records management, employee engagement, learning and development, HR administration, and compliance. The role will support the effective implementation of HR policies, procedures, and initiatives while ensuring accurate record-keeping, timely service delivery, and confidentiality in the handling of employee information. 

Responsibilities

Recruitment and Onboarding

• Support the end-to-end recruitment process, including preparing job advertisements, coordinating candidate sourcing, screening applications, shortlisting, scheduling interviews and the communication with candidates
• Support with reference checks and other pre-employment verification processes
• Maintain accurate recruitment records and ensure timely communication with candidates throughout the recruitment process
• In charge of the preparation of employment offers, contract extensions letters and other recruitment-related documentation
• In charge of the onboarding processes and the completion of all documents necessary for new employees
• Support the planning and scheduling of orientation for new hires to discuss Kenya’s policies
• Schedule check ins with new hires for an assessment of their well being
• Onboarding all new hires to BambooHR and Payspace
• Follow up on new hires probationary reviews with managers

Payroll and Benefits Administration Support

• Maintain records of statutory deductions, benefits, and other employee-related information.
• Assist in responding to employee queries relating to payslips, leave, benefits, and payroll matters.
• Onboard new staff to the Payspace Self Service portal.
• Assist with processing staff related allowance requests e.g salary advance, L & D, team events. 
• Acts as a liaison between the organization and external benefits providers and vendors, which may include health, social security and workmen’s compensation plan providers.
• Ensure that new staff are enrolled to the benefits scheme and exit staff are deleted from the schemes.
• Reconcile the debit and credit notes from the insurance providers.
• Raise the Procurement Request Forms for HR related payment requests
• Offboard all exit employees on BambooHR and Payspace

HR Administrative Work

• Oversee and maintain the Google Drive and BambooHR systems to ensure employee personnel files are accurate, complete, properly organized, and kept up to date.
• Support regular audits of employee files and HR records to ensure completeness, compliance, accuracy, and proper filing.
• Conduct quarterly audits of statutory records and files to ensure that all statutory remittances are accurately recorded and supported by the relevant receipts and documentation.
• Support internal and external audits by coordinating and providing relevant HR documentation and records as required.
• Prepare routine staff letters, end of contract notifications, employee verification letters and visa letters
• Ensure that all newly hired staff have completed their probationary performance review
• Fully own the special pass and work permit application process for all expert staff
• Perform periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately
• Deal with employee requests regarding human resources issues, rules, and regulations
• Fully own the special pass and work permit application process for all expatriate staff
• Plan and coordinate special events such as country wide townhalls, monthly, quarterly and end of year team engagement activities
• Process the training requests for the individual Learning & Development stipend
• Assist in coordinating staff training and development activities
• Maintain training records and monitor participation
• Secretary to the disciplinary committee in the disciplinary hearings ensuring that the proceedings are minuted and signed by everyone present
• Periodically remind staff to utilize their leave days during the year to avoid carry forward of leave days
• Contract Management - Notify relevant managers of approaching the end of contracts and follow up with renewals if need be
• Assist in carrying out exit interviews and one-on-one meetings with staff as required
• Stay abreast of developments in HR trends and best practices; share information with the relevant parties.

In addition to the specific skills required for the role, we’re looking for candidates who are aligned with our Values, and who actively demonstrate our core competencies: emotional intelligence, problem solving, project management, follow-through, and fostering inclusivity.

Qualifications

• Bachelor's Degree in a relevant field
• Relevant post graduate degree in HR or a related field of study is an added advantage 
• Minimum 3 years generalist HR experience preferably gained within the NGO sector
• Must be adept at problem-solving, including being able to identify and resolve issues in a timely manner
• Must be able to communicate clearly, both written and orally, as to communicate with employees, members of the senior management team, and in group presentations and meetings
• Strong interest in advancing the values and mission of GiveDirectly
• Comprehensive understanding of the Uganda employment law
• Strong ethics, reliability and integrity
• Ability to coordinate and prioritize conflicting assignments
• Prior experience in HR operations and knowledge of best practices 
• Familiarity with current employment laws and regulations and their application 
• Hands on experience with HR software (HRIS) 
• Strong interpersonal and communication skills 
• Proficiency in Google Workspace (Gmail, Google Drive, Google Meet, Calendar, Docs) 

This is a fixed term (2 years, renewable subject to funding) contract