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KEY DUTIES & RESPONSIBILITIES

Records Management:

• Ensure originals of all documents are in the Kampala Personnel Files

• Add existing staff with all their respective details into the HR database/software.

• Ensure personnel files are in place for each existing staff as per audit requirements.

• Interns and Volunteers

• Receive requests for internship and volunteer placement.

• In consultation with the Human Resources Coordinator and unit heads vet/recommend interns and volunteers for placement.

• Manage Internship placements with respective departments / program areas in line with the Internship Policy.

Time and attendance

• Maintain an up-to-date leave tracking system for all staff, while providing regular updates to staff about leave days and leave plans as per the HR leave policy.

• Prepare a monthly leave report and share with the Human Resources Coordinator for review and further action.

• Work with the field Finance and Admin staff to ensure that timesheets are submitted while ensuring that deadlines are adhered to before payroll preparation.

• Ensure all staff timesheets are completed accurately by the 15th of each month.

  
  

HR Administration

• Proactively manage all HR correspondences and ensure response deadlines are met e.g. recommendations, bank letters, certificate of service, etc.

Staff Exits

• Follow up on clearance and exit forms for all exiting staff and ensure that they are received, dully signed off and cleared by all departments.

• Work with staff and supervisors to complete Exit Interviews/ forms in time and compile quarterly reports.

• Conduct quarterly analysis of exit forms and submission of report on staff feedback to the HR Manager of management’s information.

• Receive all IDs and Insurance cards for all exiting staff.