UG- Human Resource Officer

JOB SUMMARY                                   

The Human Resources Officer contributes to the calling of Medical Teams International by coordinating country program human resources operations and providing technical support in recruitment, employee lifecycle management, contract administration, performance management, HR analytics, and workforce planning to ensure efficient and effective delivery of HR services across the MTI-U program.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Payroll, Benefits and HR Compliance Administration

• Collaborate with the Payroll & Benefits Specialist to ensure accurate and timely payroll processing for all staff across the Uganda Country Program in compliance with MTI policies, donor requirements, and statutory regulations.
• Serve as the designated payroll backup, ensuring continuity of payroll operations for a workforce of over 1,500 employees using ERP system.
• Prepare, review, and validate payroll documentation, payroll changes, statutory deductions, and payments, ensuring compliance with Ugandan labor and tax regulations.
• Support payroll reconciliations and maintain accurate payroll and employee data within the ERP system to ensure data integrity, compliance, and effective reporting.
• Support administration of employee benefits programs, including medical insurance, group life insurance, and staff welfare initiatives.
• Prepare payroll-related reports and coordinate responses to audit, donor, statutory, and compliance requirements while providing technical support to field HR Officers on payroll inputs, staff movements, leave adjustments, and related compliance matters.

Recruitment and Onboarding

• Coordinate recruitment activities across the Uganda Country Program, ensuring compliance with MTI recruitment procedures, safeguarding requirements, and applicable labor laws.
• Coordinate end-to-end recruitment processes, including job advertising, candidate sourcing and screening, interview coordination, reference and background checks, selection documentation, and hiring recommendations.
• Analyze and improve recruitment administration processes, tools, templates, trackers, and workflows to enhance efficiency, strengthen compliance, improve user experience, and reduce administrative burden for hiring managers, HR Officers, and candidates.
• Prepare recruitment plans and coordinate recruitment activities for Kampala and field-based positions, ensuring timely filling of approved vacancies.
• Monitor recruitment metrics, vacancy rates, staffing needs, and recruitment timelines, and provide regular reports and updates to management.
• Support in review of recruitment documentation submitted by field offices to ensure accuracy, completeness, consistency, and compliance before final approval and ensure standardization across all sites.
• Prepare employment agreements and onboarding documentation for new hires and transfers and coordinate staff orientation and induction in collaboration with hiring managers and department heads.
• Create and maintain recruitment records, trackers, and organizational charts to support workforce planning, vacancy management, and accurate staffing information across the country program

Contracts Administration & HR Operations

• Coordinate HR operations between the Country Office and field offices, ensuring consistent application of HR policies, procedures, and standards, while providing technical support to field HR Officers and HR focal persons on contract administration, leave management, performance management, and other HR processes.
• Prepare, review, and administer employment contracts, renewals, amendments, and related HR correspondence, ensuring compliance with organizational policies, approved staffing structures, project budgets, donor requirements, and statutory regulations.
• Analyze and process employment contracts and personnel actions submitted by field offices to ensure timely approval, consistency, and compliance.
• Coordinate employee lifecycle documentation, including onboarding changes, staff movements, employee exits, clearance processes, and maintenance of personnel records.
• Ensure accurate, confidential, and up-to-date employee records and HR documentation within the ERP system, maintaining data integrity and supporting HR operational requirements.

Performance Management, Leave Administration & Workforce Planning

• Coordinate probation reviews, performance objective setting, mid-year reviews, and annual performance appraisal processes across the Uganda Country Program, ensuring compliance with organizational timelines and requirements.
• Monitor completion rates for probation assessments, performance objectives, and performance appraisals, and provide timely reports and recommendations to management.
• Coordinate leave administration across all offices, ensuring compliance with organizational policies and statutory requirements, and monitor leave balances, utilization trends, and liabilities.
• Support workforce planning by monitoring approved positions, staffing levels, vacancies, staff movements, and recruitment forecasts to inform operational and budget planning across the country program.

HR Analytics, Reporting & Compliance

• Analyse workforce data and maintain HR dashboards and reporting tools, providing workforce metrics and insights to support management decision-making and workforce planning.
• Prepare and maintain trackers on key HR indicators, including recruitment, staffing levels, leave utilization, performance management, contract status, payroll, and employee exits.
• Prepare and submit monthly, quarterly, annual, donor, audit, payroll, and management reports, ensuring timely, accurate, and reliable workforce data in liaison with Payroll Specialist.
• Coordinate internal and external HR audits by maintaining accurate records and ensuring timely availability of supporting documentation and compliance information.
• Support HR digitization process through archiving and retrieval of HR records and documentation across the Country Office and field locations in accordance with organizational and statutory requirements

Support Training, Learning and Development

• Coordinate staff learning and development initiatives, including access to learning platforms, enrollment monitoring, and reporting on completion rates through a Learning tracker.
• Collaborate with supervisors and field HR Officers to identify training needs and support implementation of the annual learning and development plan
• Build the capacity of supervisors, HR focal persons, and field HR teams through orientation, refresher training, and policy awareness sessions

Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations. 

Other Duties: 

• Utilize volunteers when appropriate. 
• Additional duties as assigned. 

EDUCATION, LICENSES, & CERTIFICICATIONS

Required:

• Bachelor’s degree in human resource management, Industrial and Organizational Psychology, or related area.  

Preferred:

•  Post Graduate Diploma in HR

EXPERIENCE

•  3 years of HR generalist experience 

Preferred:

• Experience working with data, information and administration
• Experience using Unit4 ERP & Paycom systems for Payroll and recruitment administration.
• Experience working with INGOs or development organizations 

KNOWLEDGE, SKILLS, & ABILITITES

Knowledge:  

• Knowledge of HR functions including compensation & benefits, recruitment, onboarding and offboarding, and staff development, multiple project cycle contracts management.
• Knowledge of Uganda labour laws
• Knowledge of recruitment processes and best practices 
• Basic knowledge of ERP and applicant tracking systems, e.g., Sage, Unit4, and Paycom
• Knowledge of humanitarian staffing needs and emergency operations is an added advantage

Skills:

• Skilled in Microsoft Office: Word, Excel, and PowerPoint  
• Skilled with communication software and platforms: Outlook, Teams, WhatsApp, Internet, CRM (or other database programs)  
• Skilled in document management, including electronic records, best practices
• Excellent interpersonal, relational and communication skills 

              A good command of both written and spoken English 

• Skilled at maintaining detailed records with a high level of accuracy 

Abilities: 

• Ability to maintain confidentiality of highly sensitive information and to exercise discretion 
• Self-directed with ability to prioritize tasks to meet deadlines 
• Excellent attention to detail 
• Ability to communicate verbally and in writing with all levels of staff 
• Able to be flexible and manage stress, especially in situations which require a high degree of sensitivity, tact, and diplomacy. 
• Ability to be honest and foster an atmosphere of trust and integrity, and maintain high ethical standards
• Commitment to Medical Teams International Calling Statement and Core Values

• Ability to work collaboratively with others 

• PHYSICAL CONDITIONS & WORK ENVIRONMENT

Physical Requirements: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

• Frequent use of a computer, databases and digital platforms, and other office productivity machinery, such as a copy machine and computer printer. 

• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer. 
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself. 
• Frequent close vision and the ability to adjust focus. 
• Occasionally ascends/descends stairs, steps, or ladder 
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc. 
• The employee may occasionally lift and/or move heavy items. 
• Seldom to occasionally positions oneself to stoop, kneel, crouch, or crawl. 
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot. 

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• The noise level in the work environment is usually moderately quiet. 
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions. 

NOTE: The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job.  It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position.  Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned; The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change. 

• Medical Teams International Uganda is an equal opportunity employer and DOES NOT at any stage of the recruitment process request candidates to make payments of any kind. Further, Medical Teams International Uganda DOES NOT retain any agent to conduct recruitments on behalf of the organization. Please, note that under NO circumstances shall Medical Teams International Uganda be held liable or responsible for any claims, losses, damages, expenses or other inconvenience resulting from or in any way connected to the actions of fraudsters and other false agents.

• Medical Teams International is committed to safeguarding children, young people and vulnerable adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation - regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment process includes extensive reference and background checks, self-disclosure of prior issues regarding sexual or other misconduct and criminal records and our values are a part of our Performance Management System