Terms of Reference for the Human Resource Coordinator-Maternity Cover

About CARE

CARE International is a global leader in a worldwide movement dedicated to ending poverty. CARE works around the globe to save lives, defeat poverty, and achieve social justice. We put women and girls in the centre of our work because we know that we cannot overcome poverty until all people have equal rights and opportunities. CARE has been working in Uganda since 1969, and we work across all the regions of Uganda. The goal of our 2021-2025 business plan is to reach 10 million people through our lifesaving and gender-transformative humanitarian, development, and nexus programs. We are committed to working with the government, private sector, and local civil society, especially women-led and women’s rights organizations. Our annual portfolio is $15 million, funded through various donors.

Job Purpose and Background

The Human Resource Coordinator will be on maternity leave for 4 months. CARE is seeking to recruit a Maternity Cover for the position.

The Human Resource Coordinator-Maternity Cover will be a vital resource for the organization's human resources department, responsible for managing various HR functions. This position requires knowledge and experience in multiple HR areas and the ability to adapt to a dynamic non-profit environment. The Human Resource Coordinator-Maternity Cover is responsible for planning recruitment efforts, overseeing employee relations, maintaining employee records, administering benefits, managing, and coordinating performance evaluations, contracting and administration of all HR processes, contributing to HR initiatives, and ensuring compliance with HR policies and relevant regulations by the Country program's business plan while adhering to the Ugandan Laws. Collaborate. In close consultation with the Human Resource Manager contribute to the implementation of the Human Resources Management Policies, take specific responsibility for initiation of the HR Development plan from the performance management system, and follow up on the same to ensure availability of adequate skills mix and competencies required to deliver the CARE International in Uganda. In addition, the job holder takes responsibility for administrating the HR Information system, practices, and policy through documentation, data entry, and management in line with the CARE International in Uganda HR strategy and objectives. The job holder may be called upon as and when necessary to support the emergency team in cases of humanitarian crisis

Key Tasks and Responsibilities:

# 1. Employee relations, engagement

·        Advise Managers and staff on how to resolve day-to-day workplace matters/conflicts and be responsible for delivering high-quality HR services while providing a consistently great employee experience.

·        Identify and coordinate the implementation of initiatives to enhance employee engagement, satisfaction, and retention.

·        Promote a positive work environment, foster open communication and develop initiatives that support employee well-being.

·        Coordinate and ensure the strategic positioning of the staff forum as a business partner in representing staff voices to ensure quality service delivery.

·        Coordinate and accompany various staff platforms that provide staff with a voice and a safe space to engage at various levels and are active and fully utilized by the staff, i.e., Millennial clubs, Male engage, and Female engagement groups, among others, may be seen as necessary occasionally.

·        Coordinate timely investigations of grievances and disciplinary issues, facilitate mediation and inquiries, and ensure conclusions and responses to the parties involved.

·        Oversee employee relations like grievance management, counselling, guidance, and support to employees and supervisors on HR-related matters, including conflict resolution, performance issues, and disciplinary processes.

·        Support the HRM to monitor the organization's climate, flag issues as they arise for resolution, and find solutions to those within their jurisdiction. Coordinate employee engagement processes like conducting satisfaction surveys, climate surveys, and other related pulse checks within the organization and its staff.

# 2. Employee Benefits and entitlement management.

·        Prepare and liaise with Finance in managing the monthly payroll while ensuring accurate delivery of salary allocations, statutory deductions, other relevant deductions, and pay slips.

·        Support the Human Resource Manager in the process of benefits and salary reviews.

·        Coordinate and manage employee Medical, GPA, and Group life activities in line with the CARE procurement policies, ensure value for money, and collect staff voices. 

·        Conduct staff interviews and ensure exit forms are properly filled. Follow up on staff separation status and documentation within one month of separation from service.

# 3. Talent Acquisition and Management

·        Manage the end-to-end recruitment process, including candidate sourcing, screening, interviewing, and selection, conducting background checks, and onboarding selected candidates to build a diverse and talented workforce while ensuring compliance with hiring policies.

·        Develop and maintain effective working relationships with hiring managers to understand their staffing needs and provide guidance on candidate selection and recruitment strategies.

·        Coordinate new employee orientations with the hiring managers and ensure smooth onboarding processes. These include completing the mandatory online CARE Academy courses, conducting orientation sessions (both upon entry and the Bi-annual sessions), and facilitating a positive employee experience.

·        Coordinate employee onboarding and offboarding processes, ensuring compliance with organizational policies and legal requirements.

·        Collaborate with hiring managers to understand staffing needs and review job descriptions for consistency and compliance with the agreed standards.

#4. Human Resource Documentation, Reporting and Analytics

·        Collect and analyse HR data, preparing periodic reports and metrics to support decision-making and identify trends and areas for improvement. These include monthly GED, comfort reports, leave reports indicating the liability at hand, Risk numbers, and disaggregated HR data for the HR Dashboards.

·        Provide recommendations based on HR analytics to enhance HR practices and strategies.

·        Maintain Human Resource Management Information system (HRMIS) and employee manual records to ensure data integrity and accuracy.

·        Contribute to HR initiatives, such as employee engagement programs, diversity and inclusion, and wellness initiatives.

·        Provide accurate and timely HR-related reports and analysis to support decision-making and strategic planning. 

·        In close collaboration with Finance, support periodical audit activities.

·        Maintain accurate employee records, including personal information, employment agreements, performance evaluations, and training records, while ensuring compliance with confidentiality guidelines.

·        Ensure routine and monthly staff reports (updated employee staff list, employee contract status, HR briefs, recruitment status, etc. are shared timely.

Time frame

The assignment will commence mid-September 2024 and will last for 4 months.

  Education

Minimum of a bachelor’s degree in human resource management, social work, industrial psychology, or related field in Humanities

A Post Graduate Diploma in Human Resource Management is a MUST

Knowledge and experience

Five (5) years of working experience, preferably with an International NGO, is required.

Good understanding of national legal requirements relating to HR, including labor laws and administrative laws.

Knowledge of the organizational policies, systems, and procedures formulation and management plus In-depth knowledge of HR principles, policies, and practices.

Excellent planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities

Highly developed interpersonal and communication skills, including Good Interview, counseling skills, influencing, negotiation, and coaching

Demonstrable and proven experience in Talent acquisition and human resource planning.

Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.

Proven experience working on donor-funded projects while providing human resource services.

Demonstrated understanding and proficiency in the field of Human Resources Management and ability to work independently under minimum supervision and manage multiple deadlines.

Highly developed cultural awareness and ability to work well in an international environment with people from diverse prioritize tasks backgrounds and cultures

Proficiency in HRIS systems, Microsoft Office Suite, and other HR-related software and excellent documentation skills are necessary.

Strong problem-solving and analytical skills, with the ability to make sound decisions and provide practical solutions. Ability to intervene with crisis management or troubleshooting, as necessary

Excellent interpersonal and communication skills, with the ability to build relationships and collaborate effectively with individuals at all levels of the organization.