Human Resource Coordinator NGO Jobs – Educate!
Job Title: Human Resource Coordinator
Organisation: Educate!
Duty Station: Kampala, Uganda
About US:
Educate! prepares youth in Africa with the skills to succeed in today’s economy. We tackle youth unemployment by reforming what schools teach and how they teach it, so that students in Africa have the skills to start businesses, get jobs and drive development in their communities. Our model is delivered through practically-trained teachers and youth mentors. Educate!’s goal is to make this practical, skills-based model part of national education systems.
Job Summary: Educate! is looking for an organised, people and systems-oriented individual to fill the Human Resource Coordinator position. S/he shall be the process lead on staff recruitment, and capacity building for the recruitment teams, manage the orientation and onboarding of new staff, staff contracts and lead performance management processes for staff, process immigration facilities for expatriates and manage Human Resource Department led all staff events. You’ll be joining a motivated, passionate, overachieving team that is positioning Educate! to be the leader in skills-based secondary education in Africa and intensively impact millions of youth each year.
Educate! is growing fast and with this growth we are looking for individuals excited to work and grow in an entrepreneurial, fast paced environment. As a member of the HR department, you will work in a high-performance culture with a motivated and supportive team of talented individuals, including our global talent team. This is a unique opportunity for the right person to help build the HR function in our Uganda office as part of a team that makes recruiting and talent development a top priority.
Key Duties and Responsibilities:
Staff Recruitment & Contracts Management – 40%
- Respond to requests for manpower needs to close capacity gaps, and guide the hiring department on the most efficient way to close the gap.
- Follow up with managers for Employee Request Form (ERF) and internal JDs for new recruitment, and provide guidance where necessary. Regularly update the job descriptions folder for all staff positions on google drive
- Prepare the candidate profiles for new recruitments and update all tabs of the master recruitment document including interview questions, panelists etc.
- Source candidates through the most efficient and cost effective approaches beyond the traditional methods of using the press.
- Manage the Uganda jobs portal to ensure new applications are read and select relevant candidates for interviews; review applications for candidates to interview.
- Manage communication to applicants and candidates before and after selection and after interviews. Conduct reference checks.
- Prepare a summary report of interviews held and send to the Head of HR, the recruitment team and Directors (as and when necessary).
- Make offers to successful candidates and collect all relevant documents at time of recruitment of new staff before their first date of work.
- Prepare contracts for all new staff, staff in new positions and contract addendum for staff contract changes in accordance with the contract process checklist (where necessary).
- Send the contract to new staff at least a week before their start dates
- Communicate to contract signatories anticipated dates of contract signing, and ensure contracts have all the relevant signatures before filing.
- Readily provide soft copy contracts as and when needed during external finance audits.
- Ensure that probationary clauses in the new staff contracts are duly signed after probationary period.
Performance Management – 30%
- Ensure the monthly rocks tracker and termly goals tracker are up to date with names of all staff;
- Provide a link of a new monthly rocks tracker and termly goals tracker at the beginning of the year to all staff.
- Check to ensure that all staff fill in their rocks and goals in the respective trackers and send reminders on a regular basis to staff to fill in the rocks and goals on the trackers.
- Schedule dates for performance review for staff on probationary contracts and share with respective department managers and their reports on probationary contracts.
- Schedule annual performance review process, and share with all staff.
- Ensure that staff have all the tools/documents needed for the performance review process
- Respond to all performance review process related queries from staff.
- Provide regular updates to HHR and CD on the progress of the review process.
- Ensure to compile complete and fully signed performance review reports for all staff and submit for filing and produce a summary report on performance review process
- Train new staff on performance review systems, and share all relevant documents with new staff.
- Compile end of term goal completion reports
Staff orientation and on-boarding – 20%
- In collaboration with dept. managers and heads, prepare/schedule orientation for new staff and volunteers/or fellows,
- Share the orientation schedule with new staff due for orientation
- Ensure that all HR department orientation sessions/materials are up to date
- Collect all orientation presentations in one folder on the drive, and relevant ones are shared with the orientees after the sessions.
- Coordinate to ensure that all scheduled orientation sessions are conducted.
- Collect feedback and prepare a report upon completion of every orientation program
- Conduct the six (6) months on boarding check-ins happen with new staff to ensure their transition is smooth.
- In liaison with the respective department or staff, ensure that tools for work for new staff are available on their first day of work.
- Update and administer the Human Resource quiz to new staff and all that have not completed it, and track staff completion of the quiz
- Administer the Child Protection Policy (CPP), Sexual Harassment Policy (SHP) to all new staff and volunteers including mentors, and the Educate! Ethics guide to all staff.
Work Facilitation Support & HR Led Events – 10%
- Prepare all the documents required to process work permits for International Staff and staff from other East African Region and submit to the service provider in time
- In collaboration with the Administration department, prepare and file applications for special passes for all international staff and work permits for East Africans.
- Keep an up to date tracker of work permit/special pass start and end dates to inform on timelines for re-applying. Prompt international to start on renewal of work permits, and guide them on the process
- Share updates on new immigration laws with international staff and management.
- Lead person in coordinating the agenda and logistics HR Led events e.g mid year retreat and end of year party, termly achievements etc
- Create email accounts for all new staff, or volunteers where applicable.
- Manage all existing group email accounts, and create new group email accounts as and when necessary
- Ensure to update the individual and group email accounts as and when a staff’s status or department/roles change.
- Lead in preparing an annual schedule for MMMM, reach out to the guests and ensure their logistics are provided.
Qualifications, Skills and Experience:
- The ideal candidate must hold a Bachelor’s Degree in Human Resource Management, or Business Administration or Social work & Social Administration with a PGD in Human Resource Management.
- A minimum of three years of professional experience in human resources management.
- Experience in Sourcing & Recruitment of staff will be of additional advantage.
- Fits our Five Cultural Tenets (see What is Educate! About? below); Learn more by looking at Educate!’s culture deck here.
How to Apply:
All candidates should apply online at the link below to upload a resume, and respond to a few questions.
Deadline: Monday 3rd May 2021.
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