Role overview
What you'll be stepping into
The Human Resources Officer contributes to the calling of Medical Teams International by coordinating country programme human resources operations and providing technical support in recruitment, employee lifecycle management, contract administration, performance management, HR analytics, and workforce planning to ensure the efficient and effective delivery of HR services across the MTI-U programme.
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 Programme 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 the ERP system.
Prepare, review, and validate payroll documentation, payroll changes, statutory deductions, and payments, ensuring compliance with Ugandan labour 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 the administration of employee benefits programmes, 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 Programme, ensuring compliance with MTI recruitment procedures, safeguarding requirements, and applicable labour 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.
Analyse and improve recruitment administration processes, tools, templates, trackers, and workflows to enhance efficiency, strengthen compliance, improve user experience, and reduce the administrative burden for hiring managers, HR Officers, and candidates.
Prepare recruitment plans and coordinate recruitment activities for Kampala and field-based positions, ensuring the timely filling of approved vacancies.
Monitor recruitment metrics, vacancy rates, staffing needs, and recruitment timelines, and provide regular reports and updates to management.
Support the review of recruitment documentation submitted by field offices to ensure accuracy, completeness, consistency, and compliance before final approval, and ensure standardisation 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 organisational charts to support workforce planning, vacancy management, and accurate staffing information across the country programme.
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 organisational policies, approved staffing structures, project budgets, donor requirements, and statutory regulations.
Analyse 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 Programme, ensuring compliance with organisational 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 organisational policies and statutory requirements, and monitor leave balances, utilisation 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 programme.
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 utilisation, 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 the Payroll Specialist.
Coordinate internal and external HR audits by maintaining accurate records and ensuring the timely availability of supporting documentation and compliance information.
Support the HR digitisation process through the archiving and retrieval of HR records and documentation across the Country Office and field locations in accordance with organisational and statutory requirements.
Support Training, Learning and Development
Coordinate staff learning and development initiatives, including access to learning platforms, enrolment 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.
SAFEGUARDING
Support the safeguarding of programme participants and employees by promoting an environment of awareness and upholding the Code of Conduct provisions of Medical Teams International’s Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult Protection, and harassment-free workplace policies.
Remain alert and responsive to any child and adult safeguarding risks; acquire relevant knowledge and skills to promote strong safeguarding practices; understand the child and adult safeguarding policies and procedures; and conduct oneself in a manner consistent with the Safeguarding Code of Conduct and behavioural expectations.
OTHER DUTIES
Utilise volunteers when appropriate.
Perform additional duties as assigned.
QUALIFICATIONS
EDUCATION, LICENSES & CERTIFICATIONS
Required
Bachelor’s degree in Human Resource Management, Industrial and Organisational Psychology, or a related field.
Preferred
Postgraduate Diploma in Human Resources.
EXPERIENCE
Required
At least three (3) years of HR generalist experience.
Preferred
Experience working with data, information, and administration.
Experience using Unit4 ERP and Paycom systems for payroll and recruitment administration.
Experience working with INGOs or development organisations.
KNOWLEDGE, SKILLS & ABILITIES
Knowledge
Knowledge of HR functions, including compensation and benefits, recruitment, onboarding and offboarding, staff development, and multiple project-cycle contract management.
Knowledge of Ugandan labour laws.
Knowledge of recruitment processes and best practices.
Basic knowledge of ERP and applicant tracking systems, including Sage, Unit4, and Paycom.
Knowledge of humanitarian staffing needs and emergency operations is an added advantage.
Skills
Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
Proficiency in communication software and platforms, including Outlook, Teams, WhatsApp, Internet, CRM, and other database programmes.
Skilled in document management, including electronic records and best practices.
Excellent interpersonal, relational, and communication skills.
Good command of both written and spoken English.
Strong attention to detail and ability to maintain detailed records with a high level of accuracy.
Abilities
Ability to maintain the confidentiality of highly sensitive information and exercise discretion.
Self-directed, with the ability to prioritise tasks and meet deadlines.
Excellent attention to detail.
Ability to communicate effectively, both verbally and in writing, with all levels of staff.
Ability to be flexible and manage stress, particularly in situations requiring a high degree of sensitivity, tact, and diplomacy.
Ability to act with honesty, foster an atmosphere of trust and integrity, and maintain high ethical standards.
Commitment to Medical Teams International’s Calling Statement and Core Values.
Ability to work collaboratively with others.
How to apply