Graduate Intern – Human Resources Management (NGO Careers) at Plan International

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.

ROLE PROFILE

OGANISATION OVERVIEW & ROLE PURPOSE

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. However,  this is often suppressed by poverty, violence, exclusion and discrimination, and it is girls who are most affected.
Working together with children, young people, our supporters and partners in more than 70 countries across Africa, Asia and the Americas, Plan International’s purpose is to strive for a just world that advances children’s rights and equality of girls. We support children’s rights from birth until they reach adulthood. We enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
Plan International Uganda’s (PIU) five-year Country Strategy (CS) has been approved for the period 2023 – 2027. Currently, the country programme reaches over 1 million children supported in four Programme Areas (PAs) and an urban programme in Kampala. It has a country annual budget turnover of around €15 million, a growing team of over 300 full time staff. PIU manages a caseload of 33,000 sponsored children and a large and diverse grants portfolio from bilateral and multilateral donors with a strong pipeline and potential of further funding opportunities.

The purpose of this role is to support of the general Human Resources function’s transactional activities

Child Protection and Gender Equality & Inclusion

Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Key relationships

Internal: All Staff

External: External candidates / job seekers,HR Network groups, Recruiting agencies, Universities, different associations

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

• Support all internal and external HR related inquiries or requests.
• Support in maintaining digital and electronic records of employees.
• Assist with ensuring staff completion of compensation and benefit documentation.
• Assist with performance management procedures.
• Schedule meetings, interviews, HR events and maintain agendas.
• Support in coordinating orientations and personnel file opening of new staff.
• Assist in recruitment by contacting candidates for interview and other assessment tests when requested by the department staff.
• Prepare and process employment letters, contract agreements, acceptance of resignation, work certificates, final payment, and other letters and submit them for signature Check and verify medical expense requests submitted by CO staff if the staff legal dependents are correctly registered.
• Sorts, file, register and dispatch incoming and outgoing human resources correspondences and prepare personnel action and memos;
• Maintain all HR policies, procedures and ensure appropriate formats are preserved well.
• Handles any HR issues as deemed necessary;
• Facilitate and prepare of Identification Cards for all staff and distribute as appropriate.
• Facilitate the clearance, exit Interview and Handover note to submit them for signature for concerned person.
• Support in processing international staff work permits

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

LEADERSHIP COMPETENCIES

• Courageous in taking a lead, focused on Plan International’s purpose and making the most effective contribution within my own work context.
• Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
• Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
• Honest and efficient in use of resources, including own time.
• Good team player, communicating effectively and being open and supportive towards those around them.
• Behaves in line with our values and safeguarding practices, inside and outside work.

BUSINESS MANAGEMENT COMPETENCIES

• Applies the Code of Conduct principles to their work activities.
• Understands their responsibilities, level of decision making and how their role contributes to the wider team.
• Understands the importance of buying and using resources to achieve value for money.
• Works in accordance to the policies and procedures relevant to their role and responsibilities.
• Uses the personal development tools available.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience desirable:

• Degree in Human Resource Management, Industrial Psychology or related displine
• Experience in a similar role within a busy environment / NGO is an added advantage
• Understanding of Plan’s business processes and strategic objectives
• Proven knowledge of Microsoft technologies (Microsoft Office, Microsoft Windows)

Languages required

•  Excellent written and verbal communication skills in English.

TECHNICAL COMPETENCIES

  Skills:

• Service oriented and customer centric
• Decisive, Supportive, versatile and flexible
• Cross functional team management
• Written and verbal reporting
• Self-management and personal accountability
• Multi tasking and proactive
• Willingness to learn.

Behaviors:

• Role model our values and behaviors both internally and externally.
• Engages sensitively with staff and partners on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
• Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work and in its work with partners
• Applies participatory influencing methodologies both internally and externally
• The ability to build collaborative working relationships
• Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization – linking procurement with the context of the wider organizational strategy
• Communicates effectively

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

Location: Kampala

Type of Role: 11 months Fixed Term

Reports to: Head of People & Culture

Grade: A

Closing Date:06 July 2022

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates. 

Please note PIU is conducting workforce Planning and minor changes to the Job Description might be made after the process is completed

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