Human Resources Specialist
Jobs at:Peace Corps Uganda.
Deadline of this Job:
31 May 2021
Within Uganda , Kampala , East Africa
Date Posted: Tuesday, May 18, 2021 , Base Salary: Not Disclosed
Bachelor’s degree in Management, Business Administration, Social Sciences, Human Resources Management, or relevant study is required.
• 2 years of progressively responsible experience in human resources/personnel management work which includes position classification, financial accountability, wage administration, and other personnel operations.
• Excellent command of English. Excellent computer skills including word processing and spreadsheet programs.
• Ability to work independently with little supervision; good organization and time management skills; willingness to take the initiative; excellent teamwork skills; strong service attitude; personal integrity; strong cross-cultural skills; strong interpersonal skills and strong interest in Uganda’s development. In addition, the candidate should be flexible, highly organized, creative and able to multi-task.
• Ability to work on a regular Monday through Friday schedule with evening and weekend hours when necessary.
• This position requires strict adherence to ethical standards of confidentiality and professional conduct.
• Legally able to work in Uganda.
A post graduate qualification in Human Resource Management
• 5+ years of progressively responsible experience in human resources/personnel management work which includes position classification, financial accountability, wage administration, and other personnel operations.
• Familiarity with U.S. Government financial and contract management procedures is a plus.
The U.S. Peace Corps is an agency of the United States Government, which sends American volunteer development workers to assist in capacity building and technical assistance activities in over 70 countries worldwide. It operates in Uganda by the invitation of the Government of Uganda and has a memorandum of understanding with government ministries that outline broad areas of agreement of cooperation regarding the work of Peace Corps Volunteers in Uganda. Volunteers are assigned to government and non-governmental agencies and organizations, community based organizations, colleges and schools who in partnership enable Volunteers to provide capacity building in Education, Health; Agribusiness and Community Economic Development. Peace Corps also aims to build cultural understanding between Americans and Ugandans. Peace Corps Uganda is located at 48 Malcolm X Avenue, Kololo, and Kampala. Our Post office box numbers are 29348 or 7007 Kampala, Uganda. Please see https://www.peacecorps.gov/uganda for more details about Peace Corps Uganda.
The work of a Peace Corps Personal Services Contractor (PSC) does not limit itself to the role: active support of the Peace Corps mission is paramount to the job because contractors are representatives of Peace Corps in the country.
Objective of the Position
• Under the direct supervision of the Deputy Director of Management and Operations (DDMO), the Human Resource Specialist (HRS) coordinates all personnel actions for Peace Corps Uganda in accordance with Post-specific and United States Government policies.
• This employee will work closely with local government, Ugandan staff, American staff, American government officials, and American Volunteers.
• This individual facilitates the recruitment, orientation, and support of employees throughout their contractual period in addition to working closely with the DDMO on a wide variety of tasks in a busy and diverse setting.
Tasks & Deliverables
Ensure complete confidentiality regarding all information related to Peace Corps Staff and Volunteers, including Peace Corps Uganda operations.
Personal Services Contracts 35%
• Under direction from the DDMO, prepares and determines all relevant information to be included, estimated cost of contract, prepares payment invoices, and applies fiscal coding. Coordinates with the department hiring the contractor to ensure that a Statement of Work and other necessary requirements are included in the contract. Ensures that the contract is prepared and is signed by the Contracting Officer and the Contractor prior to the incumbent’s first day of work. Ensures that contract payments are processed per terms stated in the Personal Service Contracts.
• Prepares obligation/de-obligations for all contracts and ensuring close out of all Personal Service Contractors (PSC) and Foreign Service National (FSN) contract file obligations.
• Completes in a timely manner all required periodic contractual obligation reviews and reporting.
• Ensures that all PSC contracts have on file the completed contractor’s release statement upon completion of contract. Initiates and prepares amendments as needed. The HRS prepares a number of staff and Pre-Service Training (PST) contracts each year. Upon execution of each contract, copies are to be distributed to the contractor/vendor and Contract file. Contract file shall state date of distribution.
• Maintains official logs for contracts and leases (including those for option year renewal notices).
• Staff Payroll: – Prepares monthly payroll for all contractors, ensuring signatures are obtained and payments are made on time. Answers employee questions regarding payroll payments. Works closely with PST staff regarding all salary financial matters during the training period. Coordinates the salary deductions and prepares and submits biweekly schedule of staff PSC deductions to STEADFIN.
• Prepares employee contracts with correct clauses and attachments assuring all requirements, such as security clearances, are met both before and during the contractual period.
• Completes fiscal documentation of PSCs, both short and long term, with varying work and compensation criteria. Provides information to staff using existing regulations and procedures. Refers personnel to other staff; DMO, Director of Programming and Training (DPT), or Country Director (CD) as necessary; follows up to ensure the request was satisfied.
• Liaison with Human Resource Management System (HRMS) and office of contracts staff at Headquarters on all payroll issues, including new employee contracts, changes in benefits, contract modifications etc. Calculates any pension/severance as needed and submits to Peace Corps Washington (PCW).
• Maintains knowledge and updates staff on contract regulations, personnel policies, benefits coverage, Ugandan Labor Law, and Embassy Local Compensation Plan.
• Serves as Post’s point person concerning personnel matters and assists in managing questions particular to Ugandan culture.
• Provides explanation of benefits/coverage of health insurance to staff via State Health Insurance scheme.
• Using OdyWeb application calculates and submits for DMO approval; other PSC non-recurring payments such as LWOP, bonuses, awards, overtime, etc.
Administrative and Financial Support 30%
• Coordinate staff training and ensures staff compliance to human resource policy guidelines
• Cross-functional coordination of all staff issues in the various departments for effective employee satisfaction.
• Collaborates with staff and supervisors to develop job descriptions and monitor staff performance.
• Sends Time and Attendance and other reports to Peace Corps Washington as required. Maintains all post-level timekeeping materials, such as the PC-57 form and monitors all leave forms, logs, and balances. Updates the DMO, DDMO and Cashier on bills of collection for departing staff
• Maintains employee records including health benefits, medical claims, ID cards, permits, and contracts.
• Coordinates staff performance appraisal process, disciplinary actions and awards
• Responsible for the administrative preparation of all emails and supporting documents required for various “personnel” actions including termination of a Personal Services Contract (PSC). Such actions shall be handled with utmost discretion and tact. Necessary paper work documenting the action shall be carefully prepared and reviewed to ensure the information is complete and in accordance with Peace Corps Manual Sections and that the sensitivities of the individual involved are maintained. Incumbent shall ensure that required supporting documentation from other staff is submitted accurately and timely. Any problems encountered shall be brought to the immediate attention of the supervisor.
• Prepares official correspondence to offices and institutions such as banks, Embassies, etc for PC employees and contractors.
• Tracks staff anniversaries and coordinate the awards programs as stipulated in the Peace Corps staff handbook.
• Identify and implement wellness improvement activities that are fully integrated in the organization’s core strategies and add value to staff.
• Process and request vendor identifications for staff by submitting to Peace Corps Washington.
• Attends all admin sessions concerning IPBS and other Budget sessions.
Recruitment and Selection 25%
• Develops job announcements, advertises for positions, reviews resumes, organizes interview panels, and schedules interviews.
• Organizes, performs, and coordinates orientation and induction program for new hires.
• Coordinates all personnel departures (calculating severance and other payments)
• Performs initial, pre-Regional Security Office (RSO) investigation background reviews as needed for PSC and potential Locally Engaged Staff (LES).
• Coordinates the processing of security clearance with RSO at Embassy for new staff both long and short term, recertification for old staff and with Embassy HR office for all issues related to FSN and U.S. Direct Hire (USDH) employment.
Training and Development 8%
• Coordinates all employee development programs in collaboration with respective employees and supervisors/coordinators.
• Conducts staff training and manages staff development plans.
• Performs other duties as assigned by the DMO or CD.
Standard Roles and Responsibilities 2%
• S&S: Maintains current knowledge of the Peace Corps office evacuation plan, the Peace Corps Emergency Action Plan and how to use a fire extinguisher in order to ensure adequate level of security and support for Peace Corps Uganda volunteers and staff. Be knowledgeable and supportive of Peace Corps Uganda safety and security policies and procedures, to include timely reporting of suspicious incidents, persons or articles that could potentially endanger volunteers, staff, the Peace Corps program and Peace Corps property.
• Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD.
Logistics, Level of Effort & Duty Station
• The Duty station is the main office that is located in Kololo, Kampala. This position is full time and the candidate will be expected to carry out their duties during a 40 hour work week. Events may require occasional work in the evenings and on weekends and holidays. May carry a duty phone.
• For new, difficult or unusual tasks, supervisors give directions on objectives and suggested procedures. Broad exercise of judgement within confines of job responsibilities.
• PSC has no authority to make commitments.
• The HR Specialist is expected to take the initiative to meet established deadlines, document and communicate procedures to management. Communicates at all levels as required by the job responsibilities.
• Available guidelines include Peace Corps Manual, Foreign Affairs Manual, Overseas Contracting Handbook (OCH), Overseas Financial Management Handbook (OFMH) and instructions from the Deputy Director of Management and Operations and overall stewardship of the Country Director.
Work Hours: 8
Experience in Months: 24
Level of Education: Bachelor Degree
Job application procedure
Only Electronic Submissions will be accepted.
Please submit 3 Word formatted documents to [email protected]
A letter of interest (maximum 1 page),
A resume (maximum 3 pages)
Names and contact information for three references.
Clearly indicate your name and the position applied for on the subject line of the cover email as well as on all the attachments: For example “OPIO Michael_HRS” for the Human Resources Specialist position. Do not write any other words in the subject line of your mail. Submitted documents become the property of the Peace Corps.
Peace Corps Uganda provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.
You will be contacted ONLY if you are deemed qualified.