Human Resource Assistant Job at ALIGHT (Formerly known as American Refugee Committee)

JOB DETAILS:
KEY DUTIES & RESPONSIBILITIES
Records Management:
• Ensure originals of all documents are in the Kampala Personnel Files
• Add existing staff with all their respective details into the HR database/software.
• Ensure personnel files are in place for each existing staff as per audit requirements.
Interns and Volunteers
• Receive requests for internship and volunteer placement.
• In consultation with the Human Resources Coordinator and unit heads vet/recommend interns and volunteers for placement.
• Manage Internship placements with respective departments / program areas in line with the Internship Policy.

Time and attendance
• Maintain an up-to-date leave tracking system for all staff, while providing regular updates to staff about leave days and leave plans as per the HR leave policy.
• Prepare a monthly leave report and share with the Human Resources Coordinator for review and further action.
• Work with the field Finance and Admin staff to ensure that timesheets are submitted while ensuring that deadlines are adhered to before payroll preparation.
• Ensure all staff timesheets are completed accurately by the 15th of each month.

HR Administration
• Proactively manage all HR correspondences and ensure response deadlines are met e.g. recommendations, bank letters, certificate of service, etc.

Staff Exits
• Follow up on clearance and exit forms for all exiting staff and ensure that they are received, dully signed off and cleared by all departments.
• Work with staff and supervisors to complete Exit Interviews/ forms in time and compile quarterly reports.
• Conduct quarterly analysis of exit forms and submission of report on staff feedback to the HR Manager of management’s information.
• Receive all IDs and Insurance cards for all exiting staff.

REQUIREMENTS
• A minimum of a Bachelor’s degree in Human Resources, Social Sciences or related field
• Experience working with NGOS in Human Resources and Administrative work.
• Computer skills in Microsoft office (Word, Excel) and the internet.

Behavioral competences
• High level of confidentiality.
• Ability to work in a team
• Remains calm and positive under pressure and in difficult situations
• Aware of impact on others and adjusting own behaviour accordingly
• Tolerant of difference – cultural sensitivity in relation to its impact on HR

Skills
• Good written and spoken English skills
• Good analytical, organization, planning and communication skills
• Good interpersonal skills
• Records keeping skills
• Excellent communication skills including excellent writing skills
• Proficiency in major programs such as Word, Outlook and Excel
• Good interpersonal skills

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure

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