People and Culture Administrative Officer

International Role - No - Only National applicants will be considered.
1-2 Years

Position: People and Culture Administrative Officer

Report to: People and Culture Manager

Location: West Nile

Purpose of the position:

The purpose of this position is to support the People and Culture Department with the coordination of services and functions that ensures fast, focused & efficient support to the department’s clients. This includes maintenance of P&C data and information for all categories of staff. Provides support to the business partners in timely implementation of P&C processes ensuring that all products are executed to achieve desired results while adhering to humanitarian standards processes and budgets.

Major Responsibilities:

Administration and Support

  • Prepare and process all kinds of P&C related paperwork for all categories of workforce as required, with accuracy and confidentiality and in accordance with policies and local laws.

  • Respond to routine employee enquiries, both oral and written to ensure the accurate and timely provision of information

  • Support the administration of local P&C systems, support learning/training/ workshops/team building events, keeping all P&C related templates updated and available for staff use.

  • Maintain an accurate filing system, update personnel files and maintain confidentiality of people data at all times

Recruitment, Orientation and Training Support

  • Support the recruitment process through drafting job adverts, screening candidates, coordinating interviews, and facilitating the background vetting process for selected candidates.

  • In collaboration with the hiring managers and the business partners, ensure a smooth on-boarding and orientation (general and technical) of new staff.

  • Supporting the hiring managers in the management of casual labour services.

  • Provide interview logistical support and ensure candidates and panelists are provided adequate information in a timely manner.

  • Processes staff employment documentation including finger print vetting introductory/ offer / appointment letters, contracts and job descriptions based on established staff employment policies, procedures and WVU total reward policy.

  • Maintain, monitor, update and report on the recruitment tracking system and other databases as required. Submit periodic recruitment up-dates to hiring managers to track the progress of recruitment assignments. Draft and submit monthly, quarterly and annual recruitment reports to the P&C Manager and the Recruitment Specialist within the set standards and timeline.

  • Ensure that feedback is shared with all candidates that have participated in interviews.

People Information System

  • Maintain and keep staffing lists for all categories of workforce (employees, casual, volunteers, interns etc) and any staff related necessary information for rapid access and use.

  • Provide P&C data to hiring managers to monitor and inform staff management decisions while maintaining data security protocols in line with WV policies.

  • Support staff in exit and on boarding processes and report on staffing numbers in various projects phases

Staff Care

  • Support the department to ensure that staff care activities are timely and respond to actual staff needs. Maintain accurate staff information and files to inform staff care decisions such as provision of medical cards, staff identification, vouchers, anniversaries, insurance compensation, and terminal benefits, stress management.

  • Work with service providers such as Insurance providers to follow up to ensure products and services reach the staff timely.

  • Any other duties assigned.

Qualifications: Education/Knowledge/Technical Skills and Experience

  1. University degree in Human Resource Management, Industrial and Organizational Psychology, Information Science, Social Sciences or a related field.

  2. Minimum of 2 years’ experience in Human Resources and or Administration with medium business/medium NGO government agency

  3. Demonstrated experience and knowledge of HR practices, including recruitment, HR functions and systems administration.

  4. Professional certification in HR in locally or internationally recognized HR institution is a plus.

  5. Experience of work in an INGO setting and past exposure with the international working culture and practices is a huge advantage.

  6. Thorough working knowledge of office systems. Computer aptitude and experience with word processing, database management and spreadsheet software.

  7. Excellent knowledge of local labor law and related legislation

  8. Ability to demonstrate sound judgment and work with little supervision under the virtual working relationships

  9. The position requires the ability and willingness to travel domestically as needed.

  10. Ability to work without supervision, and demonstrate initiative and innovation and problem solving abilities.

  11. Requires good interpersonal skills.

  12. Good oral and written communication skills in English.

How to apply:

Please submit your application and complete Curriculum Vitae, to Website:

Address your application to the People & Culture Specialist, Recruitment, World Vision Uganda

Deadline for receiving applications is 26th May, 2019. (Qualified natives of West Nile region are particularly encouraged to apply)