Human Resource and Administration Manager job at Marie Stopes Uganda

JOB DETAILS:

Probation: 6 Months

The Role
Reporting to the Director HR and Admin, the purpose of this role is to support the Director HR and Admin in the development, refinement, business partnering and implementation of human resources services.

The Director HR and Admin works collaboratively with the HR and Admin manager and HR business partner to help achieve MSI’s objectives.

Leading a small team, the HR and Admin Manager supports line-managers across MS enabling them to build and nurture the high-performing teams necessary to run their businesses efficiently and to integrate all HR initiatives that support strategic initiatives. Effectiveness will depend on the post holder’s ability to develop quick and credible relationships throughout the organization and gain the confidence and commitment of the leadership team as well as deliver technical advice for HR operations.

Key Responsibilities
HR Compliance Administration
• Negotiate, process, review and monitor employment contracts for MS staff
• Monitor and ensure proper implementation of the performance management and review process

• Maintain an up-dated HR Policy and Procedures manual and ensure adherence by staff

• Provide coaching and mentoring to management and all staff regarding human resource policies and practices
• Ensure that, within the parameters of cross-culture and national limitations, employment practices, compensation, benefits and human resource program comply with MS policies and local labour laws
• Conduct and participate in annual “like organisation” survey to ensure competitive compensation and benefits plan for MS

• Lead and work closely with the Director HR and Admin to ensure staff benefits are review on a yearly basis so as to be competitive on the market.
• Work closely with the Director HR and Admin to develop and review Human Resource Management “Best Practices” periodically

Recruitment and Staff Retention
• Provide support to all line managers in all aspects of recruitment for their teams including ensuring job frameworks are standardised format, advertising the role, interview arrangements and ensuring the recruitment process effectively follows MS guidelines.
• Ensure all locum/temporary staff recruitments are well coordinated when they arise and approvals are obtained in timely and efficient manner.

• Ensure MS, induction policy is followed by all team members and orientation is carried out.
• Deliver prompt recruitment services to clear and objective criteria
• Assist in the development of the staff plans.

Employee Labour Relations
• Ensure that appropriate discipline and grievance handling mechanisms are in place and that agreed procedures are adhered to by both management and staff for resolution of grievance and disciplinary issues.
• Ensure that grievance and disciplinary cases are dealt with in a timely manner.

• Monitors issues of individual or collective staff concerns such as remuneration, entitlements, welfare, complaints and grievance related problem, makes appropriate recommendations and advice, or counsels affected staff accordingly.

Management of HR records & Training
• Manage implementation of MS’s learning and development strategy.
• Clearly communicate organisational approach to learning and development to all staff

• Ensure to maintain proper staff records and statistics, both manual and electronic.
• Work closely with the Head People & Culture on the development of Training calendar of organizational development and growth organizational demands/needs are conducted as planned.
• Ensure performance reviews are conducted for all teams and filed.
• Ensure entry and exit details are recorded and well maintained.
• Ensure flow of information within the department and across the organization.

Policies and Procedures
• Works closely with the Director HR and Admin to conduct Organizational Development (OD) Analysis, revision of organizational structure and job analysis to meet the dynamic needs of expanding programs and team development;
• Designs, develops and implements HR systems, policies and procedures to support the business needs of the organization;
• Ensures proper implementation of HR policies and procedures throughout the organization;
• Regularly assesses HR related policy and procedure gaps and provides updated information for Country Management Team.
Training and Development
• Conducts training and development needs assessment of the organization, and designs appropriate training and development plan/programs;
• Ensures the periodic organizational, job and individual training and development needs analysis;
• Identifies suitable courses to meet the training and development needs of the staff and organization and follows up plans to see them through;
• Organizes in-house training and development programmes in accordance with needs identified and evaluates outcome of the training undertaken.

Performance Management
• Prepares and sends HR Performance reports on regular bases to the supervisor;
• Participates in organizational level policy preparation, and human resources related studies;
• Designs and implements output-based Performance Management System.

Recruitment, promotion, and Transfer
• Leads recruitment, promotion and transfer process of the organization;
• Provides required support to Senior Managers and Centre Coordinators in the various areas of HR including labour law, employee relations, safety, and training and development;
• Provides legal and administrative advice, guidance, support and coaching to directors, managers and supervisors to enable them lead, develop and manage effective teams and
• Performs other duties as assigned by the immediate supervisor

Change Management
• Serve as Change Agent by proposing innovative changes, improved policies and procedures, process changes, methods and ways work gets done.

Risk management in relation to HR including conflict resolution and fraud mitigation.
Planning
• Work with the Director HR and Admin to ensure that the HR risk section on register is agreed, auctioned and monitored
• Code of conduct all staff/Conflict of interest agreement are signed off and put on record.
• Fraud mitigation policy implemented and regularly reviewed.
• Training to all staff on whistle blowing and other policies that may require refresher trainings.

Response
• Effective implementation of Zero-tolerance Fraud Policy and annual trainings on ethics
• Promptly and thoroughly conduct investigations of employee complaints using serious incident group if necessary
• Provide mediation support
• Collation of whistle blowing

Learning
• Conclude all serious incidents with a report and noted learning

Supervisory Role
• Mentor and coach the HR Team to high performance.
• Carryout performance review for line reports

Experience
• Have experience of developing and successfully implementing a strategy for HR aligned with organisational objectives.
• Demonstrated knowledge and experience of global HR practices, employment law, compensation, talent management, change management, employee relations, and recruitment.
• Highly attuned levels of discretion
• Successful track record of driving HR initiatives through business needs and decentralised environments.
• Understanding of the complexities of working in a multicultural environment and demonstrable ability to put equity at the heart of strategy, policy and practice.
• Significant experience of working with senior business managers, providing customer focused HR advice and support to address organisational needs.
• Excellent interpersonal skills, the ability to build effective working relationships at all levels.
• Excellent oral and written communication skills.
• Demonstrates strong management and leadership skills both within the function and as a role model

Qualifications and Training (essential/ desirable)
• Minimum of a University Degree or HR related degree or equivalent (Master’s or equivalent in a relevant discipline is desirable)
• Member of a recognised HR professional body
• Further related training (s) will be an added advantage.
• More than one Ugandan language desirable
• 3-5 years’ experience working in the same field, at managerial level.

Personal Attributes
Successful performance at MS is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. We encourage and expect all team members will demonstrate the following behaviours:
• Initiative
Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
• Innovative
Thinking creatively and outside of the box so that ideas generated create a positive outcome
• Effective Communication
Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
• Responsive
Being responsive to changing priorities and demands
• Working Efficiently
Planning, prioritising and organising work to ensure work is accurate and deadlines are met
• Sharing Information
Sharing information and knowledge whilst maintaining confidentiality
• Focus on Learning
Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
• Commitment
Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
• Driven
Drive and determination to deliver results
• Accountable
Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
• Embracing Change
Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
• Motivated
Motivation towards achieving quality results to maximise potential
• Team Player
Working as part of a team by being supportive, flexible and showing respect for each other

Team Member Behaviours
Work as One MS
• You contribute, use, and share accurate data and evidence to improve understanding, insight and decision-making across MS, enabling us to maximise our ability to influence others.
• You share relevant knowledge, expertise and resources to strengthen teamwork and prevent duplication of effort.
• You actively work as part of a team, providing support and flexibility to colleagues, demonstrating fairness, understanding and respect for all people and cultures.
Show courage, authenticity and integrity
• You hold yourself accountable for the decisions you make and the behaviours you demonstrate.
• You are courageous in challenging others and taking appropriate managed risks.
Develop and grow
• You seek feedback to enable greater self-awareness and provide the same to others in a way which inspires them to be even more effective.
• You manage your career development including keeping your knowledge and skills up to date.
Deliver excellence, always
• You strive to consistently meet and exceed expectations, putting clients at the centre of everything, and implement smarter, more efficient ways of performing your role.
• You build and maintain effective long-term working relationships with all stakeholders, and are a true MS ambassador.
Leadership (For Leaders only)
• You inspire individuals and teams, through situational leadership, providing clear direction.
• You seek and provide opportunities which motivate team members, helping to develop skills and potential whilst strengthening our talent and succession pipeline.
• You are aware of emerging developments in our sector, demonstrating strategic insight about our clients and business and encourage this in your team.
• You articulate a vision of the future which inspires and excites others.

MSValues
• Mission driven: With unwavering commitment, we exist to empower women and men to have children by choice not chance.
• Client centred: We are passionate about our clients and dedicate our efforts to delivering agreed objectives to the highest possible quality.
• Accountable: We are accountable for our actions and take responsibility for everything we do to ensure long term sustainability and increased impact.
• Courageous: We recruit and nurture talented, passionate and brave people who have the courage to push boundaries, make tough decisions and challenge others in line with our mission.

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

• Share your cover letter, CV and Academic documents as one PDF.
• Include the Job Title as the subject.
• Send to jobs@mariestopes.or.ug
• Deadline: 30th July 2024

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