Human Resources Assistant (2 Positions)

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.

EDUCATION, 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.

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