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 80 years, and are now active in more than 70 countries.

ROLE PROFILE

ROLE PURPOSE

The purpose of this role is to provide high quality HR Operations service, overseeing HR administration of on boarding termination/separation, HRIS, personnel records, legal compliance, staff displinary, compensation, benefits, and generation of hr reports

Accountabilities

1. HR Information Systems Management and Reporting (30%)

• Maintain accurate and up to date records in HRIS , intranet and paper files.
• Provide guidance to managers and staff on using HRIS
• Maintain all HR information electronically in a Shared Point e.g. disciplinary and grievance records, organograms, insurance/medical policies, etc
• Compile and submit monthly and quarterly HR KPI  reports to the CHROD Manager
• Compile and submit hr function monthly reports eg staff leave status, performance, contract status etc to the CHROD Manager

Staff data management (30%)

• Track HR data such as contract renewals, conflict of interest renewals and policy sign off renewals informing relevant staff as necessary
• Create and maintain staff personnel files both in soft and in paper copy
• Manage the consultants database
• Coordinate local staff exit procedures including arranging and conducting exit interviews, signing and collecting exit clearance forms
• Provide HR data to managers as required to aid in decision making
• Provide information for HR audits as required

Employee Engagement and Welfare Management (40%)

• Ensure that all employees are insured under the Group Personal Accident (GPA) cover, monitor workers' compensation claims and work with the contracted Insurance providers to manage claims.
• Manage Plan International Uganda’s benefit’s programmes and ensure payroll adjustments are communicated to finance section by 10th of every month
• Work closely with the County HR & OD Manager  to advise managers on employee relations such as displinaries, grievances, wellbeing, pay and remuneration issues, and benefits
• Participate on the development and implementation of HR corporate programmes as required.
• Coordinate the attainment of work permits  and passes for international staff and their defendants
• Manage the international staff’s education, housing and utilities benefits schemes by providing advise  in line with the approved guidelines
• Participate in employee engagement surveys and support in implementation of action plans
• HR business partnering through frequent visits to the field offices
• Key relationships

The Human Resources Coordinator- Operations closely works with:

• All Staff: Providing guidance on HRIS use and hr operations issues
• Managers: Support them in managing employee grievances and welfare and follow up on contract status, leave timesheet completions etc
• Finance Team: Coordinate on payroll and benefits changes and payments
• Staff insurance providers: Coordinate on effective staff medical and GPA insurance coverage and claims settlement
• Technical expertise, skills and knowledge

Knowledge, Skills, and Behaviours Required to Achieve Role’s Objectives:

Knowledge

Essential

• A Bachelor’s degree in Business Administration, Human Resource Management or related discipline.
• Significant 5 years experience working in a generalist  Human Resources Management position
• Experience in using a HR Information System
• Knowledge and experience in hr administration ,reward and recognition, employee relations

Desirable

• A post graduate qualification in Human Resource Management
• NGO experience is an added advantage
• Experience working in networks and building strong working relationships

Skills

• Ability to maintain confidentiality of all Human Resource Information
• A self -starter who is able to work on own initiative with limited supervision
• Excellent attention to detail  with well-developed administrative skills
• Knowledge and experience using MS-Office packages (MS Office, Outlook, SharePoint)
• Fluent in English, excellent written and verbal communication skills
• Flexible in approach to tasks
• Mature and Professional demeanour

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

• Typical office environment

Level of contact with children

Low level: Frequent interaction with children on daily basis.

As a Child Centered Development organization, Plan International Uganda strives to ensure that children are kept safe in all the areas we operate. The organization further has a Safeguarding Children and Young People Policy that every staff is required to sign. As a result, this position comes with additional responsibilities for safeguarding children and young people:

Children and Young people safeguarding Policy Responsibilities (mandatory for all staff)

• Adhere to the children and young people safeguarding policy and Code of Conduct
• Desist from all forms of child abuses including sexual, emotional, physical and or neglect.
• Desist from behaviour that paces children at risk of harm, exploitation or abuse
• Responsible for implementation of the children and young people safeguarding policy standards and Code of Conduct as they apply to area of responsibility.
• Ensure that all Plan International partners, visitors and associates in his/her area of responsibility are provided with, are made aware off and have signed and returned a copy of the children and young people safeguarding policy and Code of Conduct.
• Inform the partners, visitors and associates that they must comply with the policy in all contacts and communications with children during their visit.
• Report all child safeguarding concerns that have come to his or her knowledge within 12 hours using the approved reporting and responding procedures.