Summary
Date Posted: Wednesday, June 07 2023, Base Salary: Not Disclosed

JOB DETAILS:
We are looking for a suitable candidate to take on the role of Human Resource and Administration Officer. The position will provide support to the human resource and Administration team to ensure effectiveness and efficiency in service delivery.

Your contribution
1. Supervisory
• Provide effective and routine supervision of the Front Desk Assistant
2. Talent Acquisition and Retention Mechanism
• Support the recruitment processes; long listing of candidates that apply for different positions, prepare for interviews. (i.e., setting up computers for written interviews, preparation of files for panelists for oral interviews.), and shortlisting for some positions. Also, handle interviews for assistant positions as well as officer when called upon.
• Timely processing of contracts, addendums, confirmation and exits.
• Create new personnel files for newly recruited staff and ensure all the necessary documents are on the personnel file.
• Provide support to all staff data related projects and any other projects that may come on board.
• Requisitioning of all Human Resource cash advance and other requirements i.e., venues for staff trainings.
• Work with the HR and admin coordinator to ensure the physical wellness program is up and running.
• Continuously update Staff birthday list and support employee engagement activities such as celebration of staff birthdays, planning important days like women and men’s day.
• Suggest and implement initiatives and processes that contribute to a high performing department and organization, including but not limited to, staff feedback mechanisms, staff surveys, complaints mechanisms, team building, staff birthday celebrations etc.
• Contribute to the development and implementation of staff development strategies and training matrix; suggest training priorities for the calendar year.

3. Strengthening HR Reporting for strategic decision making. Develop and submit strategic HR metrics that can facilitate decision-making at SMT.
• Support the HR and Admin Coordinator in compilation of the HR Departmental report.
• Collation of data into the onboarding tracker monthly and share with Coordinator and manager for timely decision making.
• Ensuring the contracts tracker, ID tracker and personnel file tracker are up to date and also tracking the staff on probation and ensuring that probationary reviews are done for all newly recruited permanent staff two weeks prior to the end of the probationary period.
• Track 100% submission of MBOs, probationary reviews, midyear reviews and end of year reviews in the Human Resource Information System
• Continuously update all PSIU personnel files and ensure that all documents are under key and lock as per the audit recommendation, including filing of all job adverts on INGO and Great jobs Uganda. • Ensure that induction and exit procedures are implemented for all staff

4. HRIS Automation
• Maintaining accurate data in the Human Resource Information System at all times.

5. Human Resource and Administration Function
• Oversee monthly monitoring and replenishment of the office supplies stock.
• Implement PSI Human Resource and Administrative systems and procedures
• Monthly update of the call tree
• Oversee the daily follow up of the cleaning and organizing roaster to ensure a proper office lay out and outlook.
• Stores management.
• Oversee weekly compilation and sharing of the Monday morning minutes with all staff.
• To improve efficiency and effectiveness of the administration service delivery.
• Monthly preparation of the HR and administration departmental budget projections.
• Work with the Front Desk Assistant on bi-annual tracking and refilling of the first aid kits at the country and regional offices.
• Monthly compilation and submission of the CR report and monthly coordination of executive meetings as well as daily filling of official correspondences in and out of the executive office.
• Processing immigration documentation, work permits and travel documentation when the need arises.
• Provide support on travels for both local and international staff; draft invitation letters and visa request letters, making visa appointments, etc.
• Monthly sharing of the updated staff contact list by the 10th of every month.
• Monthly update and submission of the PSIU closer user group list with finance by the 8th of the subsequent month.
• Monthly submission of the updated staff data list with the finance team by the 5th of the subsequent month.
• Oversee the daily tracking of the invoice movements and timely delivery of invoices to Procurement evidenced in the invoice books.
• Processing of the PSIU HRMAU memberships by the first quarter. Processing of the Federation of
Ugandan employers’ membership by the first quarter.

What are we looking for?
▪ Degree in Human Resource Management, Humanities or any other applicable discipline ▪ A post Graduate Diploma in Human Resource Management is an added advantage.
▪ At least 3 years’ experience in a similar role in an NGO setup.
▪ Warm and cheerful personality
▪ Customer service orientation
▪ Professional personal orientation
▪ Knowledge of or ability to learn and adapt to organizational policies, systems and procedures. ▪ Discreet

The Candidate we hire will embody PSI’s corporate values:
• Measurement: Evidence, research. metrics and evaluation inform our choices.
• Pragmatism: We strive for excellence, but useful and timely are better than perfect
• Honesty: We act with integrity, share what we achieve, and admit when we fail
• Collaboration: Active partnering drives impact
• Trust: We have confidence in our people to make good decisions
• Commitment: We build local capacity and programs that last.



Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
Interested candidates should email their cover letter addressed to the Human Resources and Administration Manager, PSIU, and an updated CV ONLY to apply@psiug.org indicating the Job title in the subject of the email.

Inclusion of your salary expectation in your cover letter is a key requirement.
Submission of certified academic papers is compulsory.
Applications should reach us not later than 5.00pm (1700H) on Wednesday June 14, 2023.
Applications received will be reviewed on a rolling basis, so we encourage you to submit your application as soon as possible!

Only shortlisted candidates will be contacted.

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