Under the direct supervision of the Managing Director, the Human Resource and Administration Officer supports the affairs related to the day to day running of the EFL head office and is responsible for supporting the development and attainment of HR Strategic Plan by facilitating and enabling fast and effective execution of HR transactional tasks in collaboration with Line Managers and the entire HR Team. The job holder manages the general operational aspects of the HR function in partnership with Business partners in delivering a comprehensive and efficient HR service delivery to the business.

KEY RESPONSIBILITY AREAS:
Recruitment and On-boarding:
• Initiate and coordinate all the recruitment requests and follow through on hiring procedures in line with the policy.
• Prepare and post all job advertisements for all vacant positions in appropriate channels and ensure wide and appropriate distribution, this includes e-filing of application and sending out HR communications.
Maintain an updated database for all interns and ensure that all interns submit reports to the HR department and Branch Managers at the end of their internship program.
• Provide support to the induction process and other training programs in the Company and introduce the new recruits to the various departments for familiarisation.

HR Records and Information Management:
• Maintain accurate and up to date personnel records of all employees including orderly archiving, which can be easily accessed by departmental team but exercising confidentiality.
• Establish a staff database for purposes of tracking personal data, career development, skills inventory and human resource planning.

Performance Management:
• Support the Managing Director to coordinate timely performance appraisals and ensure that performance evaluations for all staff are conducted on time and review all evaluations to ensure quality and consistency. Collate training needs from the appraisals and ensure that they are captured in the annual Learning and Development Strategy.

Health & GPA Insurance Management:
• Ensure all staff and eligible dependents are registered on to the schemes, monitor staff medical coverage and ensure that the scheme is functioning well
• Liaise with the service providers to resolve any issues with the services.
• Follow up on all medical & GPA insurance matters for staff including adding and deleting staff on the insurance policy schemes as well as follow up on payments and claims.

Leave Administration Process:
• Process staff-leave requests, update inventory of all staff leave application forms and ensure clearances and approvals.

Other Responsibilities:
• Engage, monitor and manage all HR and administration outsourced contractors for services such as Insurance, medical cover, welfare, consultancy etc. to ensure that such are in compliance with service level agreements and EFL policies and procedures.
• Processes all staff loans and advances against budget and in compliance with other internal borrowing procedures, recommends them for approval/decline and updates the same with the pay roll to ensure full compliance and management of recovery.
• Prepare administrative notifications/letters for internal transfers, promotions, salary adjustments, salary reviews, etc.
• Develop daily/weekly/monthly reports on HR operations activities. Ensure the necessary management information required (HR Analytics) is provided to the HR Manager and other business departments as and when needed in enhancing efficiency & accountability.

PERSONAL SPECIFICATION:
Education & Certifications:
• A bachelor’s degree in Human Resource, Psychology, Business Administration or related course. A post graduate diploma in HRM is desirable.

Essential Knowledge and Experience:
• At least two/three years of professional experience in Human Resource Management and Administration in a competitive business environment.
• Should be aged between 30 years and 40 years.
• Basic knowledge and familiarity with the Uganda Labour laws
• Sound knowledge of HR and Administrative operations, proficient in MS Office and Human Resource Management systems (HRMIS).
• Excellent analytical & decision-making abilities, planning and organizational skills.
• Excellent interpersonal and communication skills.
• Influential and persuasive at all organizational levels
• Solution-focused, Innovative and flexible thinker with a strong “can do” attitude.
• Ability to build rapport with employees and external vendors.

Other Required Skills & Competencies:
• Should be honest, well organized, results oriented and reliable.
• Should be a team player and a self-starter.
• Should be self-motivated, innovative with a passion to achieve steep targets.
• Should possess a strong personality and dynamism.
• Should be able to work effectively in a fast-paced environment and under pressure.
• Should demonstrate commercial awareness and ability to manage costs and maximize income for the organization.
• Should have ability to plan, organize and prioritize work.
• Possess a work ethic that includes neatness, punctuality, attention to detail and accuracy.
• Excellent interpersonal skills to facilitate interaction with the clients and other staff.