Position : HR Coordinator (for Nationals only)
Starting date : December 2021
Duty station : Kampala
Reports to : Manager of Operations
Date of posting : 20th October 2021
About ZOA
ZOA is an international NGO that inspired by Christian identity and biblical message of reconciliation and restoration of a broken world with its headquarters in the Netherlands. ZOA operate in fifteen countries on and on three continents. At ZOA we provide relief to people affected by conflict or natural disasters, contribute to a new perspective of hope in which people work together for a promising future in dignity and mutual trust. Together with the affected communities we work on the recovery of their livelihoods.
In Uganda, ZOA has offices in Kampala, West Nile (Arua), Acholi (Nwoya), and Karamoja (Amudat). ZOA Uganda works both in relief and recovery on the themes of food security & livelihoods, WASH, primary/accelerated/vocational education, and conflict management with a special focus on land security.
ZOA is looking for :
HR Coordinator for Kampala office
Purpose of the position
The HR Coordinator, Kampala is responsible for HR support to ZOA Uganda, covering Kampala office and the 3 programme offices
This is a full time position
Place in organisation
The HR Coordinator will be employed by ZOA Uganda and is line managed by the ZOA Manager of Operations. The HR Coordinator is in regular contact with the Administrators at Programme level (3 ZOA programme areas) who are focal points for HR at field level.
The HR Coordinator is in touch with external contacts including suppliers (e.g. for medical insurance), legal advisors for HR issues, and ZOA International HR team as needed.
The position is recruited at Coordinator level in the ZOA Uganda Salary Scale (scale 5).
Responsibilities and activities
Support on HR to all ZOA Uganda programmes
- Daily contact and support to all ZOA programmes (through Administrators and Programme Managers) on HR aspects, acting as focal point for all HR related questions
Updating ZOA Uganda HR processes and policies, in line with ZOA global HR policy
Ensuring the ZOA team adheres to the ZOA HR policy and ZOA Uganda HR guidelines in daily business
Maintaining all staff HR files (ZOA Manager online system and hard copy files)
Regular travel to field locations for HR support and training/capacity strengthening on HR topics
Working on reviewing and standardising all ZOA Uganda job descriptions with updated formats and standardised competencies & activities
Recruitment
- Support staff recruitment and selection, including regular use of the CV selection online system for recruitment administration
- Preparation of job advertisements, posting online, contact point for candidates
- Organising interviews, practical set up and communicating with candidates before and after interviews
- Seeking references
Contracting and payroll
- Maintaining contracting for new and existing ZOA staff, ensuring files are kept up to date, liaising with finance colleagues regarding payroll and issues of salaries and benefits
- Production of monthly staff updates for the financial payroll
Health insurance and other insurances
- Organization of staff related compensation and facilities like insurance coverage
- Contact point for ZOA Uganda health insurance policy with our health insurance provider
Induction of new staff
- Overseeing induction programme for new staff entering the organisation, liaising with programme staff and management team to ensure the induction programme is delivered and successful onboarding is completed
- Carrying out induction for new staff in relation to ZOA Uganda Conditions of Service
- Responsible to oversee visas / work permit processes for international staff, in liaison with ZOA legal advisor
Leave records
- Leave record keeping and maintaining records of other staff entitlements in line with the Condition of Service
Training and development
- Support to line managers on identification of training and development opportunities, and implementation of personal development plans for staff
- Ensuring training records are kept for each staff member and files are maintained
Performance monitoring
- Support to line managers as requested regarding staff performance monitoring and appraisal record keeping
Disciplinary action
- Support to any disciplinary action and advising on compliance with ZOA Conditions of Service and Uganda Employment Act where necessary. Seeking advice from ZOA legal advisers where necessary
End of employment
- Ensuring end of employment communication with employees whose contracts are ending regarding support, advice, and end of contract benefits
- Coordination of end of contract, e.g. confirming leave days and any payments outstanding, in liaison with Administrators/CD.
Salary scale review
- Periodic review of ZOA salaries and benefits packages against other similar organisations
External representation on HR
- Representing ZOA Uganda in the INGO HR network, attending meetings, exchange of information
- Contact point for LIBRA Legal Advocates and Consultants for ZOA Uganda
Kampala administration support
- Support to Kampala administration and logistics colleagues as requested
Any other relevant HR duties to be assigned.
Characteristics of role
The HR Coordinator will be based in Kampala office. Field visits to project locations may be requested to support programme teams on HR, or to address priority HR issues. This will be discussed in advance with the post holder, so that proper planning can be done.
The role is 1.0 FTE (40 hrs/ week). Working hours are outlined in the ZOA Uganda Conditions of Service.
Competencies – knowledge and experience
- University degree in Business Administration or Human Resources Management
- Good working knowledge of local HRM practices, particularly as they pertain to the NGO sector
- At least 5 years’ experience working in HR in the NGO sector
- Excellent command of English
- Experience in general management
- Good knowledge of Microsoft Office and Sharepoint for cloud based file storage and file sharing
- Preferably some cross cultural experience in a development setting
Competencies - behaviour
- Commitment to ZOA’s mission, vision and values (see https://www.zoa-international.com/corporate-identity/)
- Good interpersonal, organizational and intercultural sensitivity
- Able to plan and coordinate and work in an organized manner
- Able to bridge differences and bring people together
- High integrity
- Flexibility, able to cope with changing priorities and urgent requests
- Motivated
- Able to work independently