Summary
Date Posted: Wednesday, May 03 2023, Base Salary: Not Disclosed

JOB DETAILS:

Report to: People and Culture Coordinator
Location: Kampala - National Office
Advert Start Date: 27th April 2023
Advert End Date: 4th May 2023
Purpose of the position:

The people and culture Information Officer will manage the Human Resource Management Information System (Work day System), Oversee P&C Division records management throughout their entire lifecycle (from creation to disposition) as per the established standards and procedures. He/she will also provide HR and Administrative human resource support to international and home country international staff.

Key Outputs/Responsibilities.
Implement World Vision HRIS business operations in line with HR Organisation and HR strategies
• Updating work day system through hiring new staff, separating exited staff and implementing staff changes as and when they become due
• Regularly audit all data in the work day system from time to time and implement necessary corrections/changes to ensure data accuracy, completeness and reliability
• Maintain data security and protocols regarding personnel data in line with WV policies and guidelines

Implement HRIS End User Support in line with end user P&C policies and guidelines
• Provide support to all staff on work day related issues
• Increase utilization of work day system through regular planned and adhoc trainings and sensitization of staff

Records Management
• Process, file and organise records to the established guidelines in both electronic and paper based systems
• Ensure that all P&C division records are properly labelled easy access and retrieval
• Provide customer service to P&C staff requesting for information while following the organisational guidelines and observing any legal restrictions on information sharing
• Track the movement of files and information through schedules and calendars to ensure no records are lost or misplaced and that they are returned when borrowed
• Assist the division to retrieve the requested records/information during various audits
• Maintain high level of confidentiality and integrity of personnel information in accordance with the policy and legislative requirements
• Initiate, design and implementation of document handling and release procedures from the HR registry (Registry Records Transfer Forms, Creating Records Retention & Disposal Schedules

Completeness of staff personnel files
• Coordinate with different stake holders in the P&C Division to ensure that staff files are complete with all relevant documentation including medical insurance documentation
Records retention and Disposals
• Implementing records retention and disposal schedules by destroying of records which have reached their retention period

Expatriate and HCI Staff Management
On boarding and off boarding of expatriate and HCI staff.
• Work with the NGO Bureau and Immigration Office to obtain visas for Expatriates and their dependents.
• Planning for the arrival of expatriates and informing logistics and administration of their arrival
• Regular communication with all expatriates regarding their subsidies, housing, and other needs to ensure comfortable working conditions
• Work with GC on onboarding HCI Staff
• Ensure successful transition during exit of expatriate and HCI staff.
• Ensure local Orientation for expatriate and HCI staff.

Expatriate Payroll Changes
• Raising any payroll changes for expatriates including deductions, additions.
• Reviewing and processing expenses and reimbursements due to Expatriates
• Liaising with the Tax Accountant on behalf of Expatriates to ensure adherence to URA tax regulations.
• Reviewing of the Expatriate Payroll to ensure minimal financial errors.
• Provide WVI Policy guidance and interpretation to Expatriates to understand and avoid violations of the WVI policies and procedures Provide general business partnering support to the expatriates.
• Providing support to expatriates and HCIs when and as required.

Networking and Collaboration
• Develop, build and maintain relationships with people & culture staff as well as staffing from other departments in order to effectively support the people and culture function

Reporting
• Review data policy reports and comply with the required standards
• Determine the types of data and analysis of reports needed for sharing with respective desks
• Support managers and supervisors in work day system related issues
• Regularly prepare and submit reports on the status of records within the division to guide decision making and action
• Identify key people to share with the reports

Qualifications: Education/Knowledge/Technical Skills and Experience.
• At least one year of working experience in HR practice gained from a reputable organization or in a corporate work environment.
• Experience of using electronic human resource systems is an added advantage
• Good knowledge of labour laws is critical for the role.
• Demonstration of well-developed interpersonal skills with high levels of confidentiality
• Excellent written and verbal communication skills.
• Innovative with proven high levels of integrity.
• Excellent analytical and report writing skills.
• Excellent computer skills.
• Proactive personality, self-driven and strongly motivated.
• Customer Care skills and Planning and Organizational Skills
• Spiritual maturity - ability to articulate and model our Christian identity and mission in an inclusive way.
• Team player.

Required Education, training, license, registration, and certification
• Bachelor’s degree in either; Records/Library and information Management, Human Resources Management, Organizational / Industrial Psychology, and a bias in international staffing

Preferred Knowledge and Qualifications
• Knowledge in HRIS systems and data analytics will be an added advantage.
Applicant Types Accepted:
Local Applicants Only



Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

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