Summary
Date Posted: Sunday, April 02 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job Summary
Lead the development, implementation and maintenance of HR information management standard policies and procedures and ensure records management compliance and development.

Overall Responsibilities
1. HR Records and Records Management Systems
• Update and maintain HR records and information management systems.
• Maintaining HR Records Management System, including the archived records.
• Establish document handling and release procedures at the Central & Regional HR registry.
• Develop registry records transfer forms, document movement forms, creating records retention & disposal schedules.
• Maintain proper management of the HR learning centre/library for all books, audio CDs, training DVDs and other online information materials.
• Coordinate HRH personnel records and information.
• Operate the Baylor Uganda Hybrid registry for physical records and management personnel e-records.

2. Internal HR Information Services Systems and Database Management
• Maintain organizational security and confidentiality of personnel information
• Maintain optimal function of Baylor Uganda’s internal HR information services systems and database.
• Identify, report and, where appropriate, take action on risks/hazards to eliminate or mitigate against the risk occurring again.
• Collaborate with executive leadership and HR staff to identify needed improvements and enhancements to existing information services and databases and implements solutions.
• Support other HR functions of training & development, performance management and recruitment were applicable.

3. Administration
• Provide support in the management and maintenance of all HR correspondence files for both internal and external communication.
• Track the movement of files and information through schedules and calendars to ensure no records are lost or misplaced and they are returned when borrowed.
• Maintain confidentiality of personnel information in accordance with the policy and legislative requirements.
• Ensure annual follow-up of HR policy forms to foster compliance.
• Support the HR audit function with information coordination for both the internal & external audit.
• Support the HR function in handling legal related issues that requires personnel information provision.
• Develop documents for good document practice and continually update the same

4. Preparation of Report
• Prepare and submit the monthly HR reports on status of records within the department to guide decision making and action.
• Provide framework for digitization of HR records in Baylor Uganda.

5. Networking and Collaboration
• Develop, build and maintain relationships with HR Department staff as well as staffing from other departments in order to effectively support the records function.
• Collaborate and network with sister organizations to be equipped with current trends in HR information and records management systems.

6. Records retention and Disposals
• Implement records retention and disposal schedules by destroying of records which have reached their retention period as per the Records & Archives management act.

Required Qualification, Experience and Competencies:
• A Bachelor’s Degree in Human Resource Management, Records Management or a related field.
• At least 3 years’ experience in records management and skills in managing electronic records with a reputable international NGO.
• 3 Years Relevant Experience


Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
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