US Embassy Kampala Jobs - Human Resources Assistant Vacancies

US Embassy Kampala Jobs - Human Resources Assistant Vacancies


Major Duties and Responsibilities
  • Incumbent has the overall responsibility for management of the Missions time and attendance operations.
  • Serves as POC for all time keepers; verifies their submissions, and assists in correcting error/data.
  • Provides job
    training on T&A procedures.
  • The Incumbent also manages communication and drafts formal notifications of
    T&A.

    Payroll Liaison

  • The Incumbent will act as a payroll liaison on any matters and issues to do with LE Staff pay and interprets
  • Earning and Leave Statement (ELS) including negative leave balances, delayed pay, overtime, and cash
    payments and ensures that all LE staff receive their e statements on time. He/she will maintain open
    communication channels and working relations with FSC Global financial Services and the payroll technicians to
    ensure rapid response to payroll concerns.
  • He/ She will keep track of LE staff who are retiring and follow up their terminal benefits including defined
    contribution payments (DCP) and duly inform the beneficiaries their benefits.
  • The Incumbent will make a follow
    up on DCP quarterly statements for engaged employees and distribute them to the recipients carefully noting
    any changes.
  • He/she will in addition coordinate with other agencies on verification of the FSN DCF termination
    processing prior to the payout being made.
  • The incumbent will participate in salary survey data collection and updates including conducting research and
    updating comparators information.

    Records Management

  • The Incumbent will be responsible for filing section's personnel records and official documentation, closely
    adhering to HR filing regulations for personnel records as found in 3 FAM.
  • The records include personnel action
    cables and payroll records, disciplinary letters, memos, EPR records, training records award records.
  • In coordination with Human Resources Officer and the Human Resources Specialist, the incumbent will
    organize the HR shared folder files so that documentation can be retrieved in an orderly manner.
  • He/ She will
    conduct records and file maintenance including file census and weeding, archiving and maintaining HR
    databases in line with the disposition schedules.
  • The Incumbent will maintain subject files for historical
    recordkeeping for important documents such as local compensation plans, salary surveys, policies, and earnings
    and leave reports, classification reports.
  • The Job holder will retire files in accordance with 5 FAM and shred
    them as required.

    HR Administration and Clerical Duties

  • As part of the HR team, the Incumbent will provide guidance, advice and assistance to employees on wide
    variety of personnel matters, such as retirement, recruitment, appointment, probation period and advice on L.E
    staff Mission Policies.
  • He/She will prepare for and proctor English Proficiency Tests and any language test and subject matter tests,
    participate in the on boarding recruitment process through screening applications, preparing interview
    packages, arranging for interviews, coordination of candidates and writing invite plus regrets to candidates.
  • The Job holder will liaise with both the Public Diplomacy website section and the external
    publishers to ensure
    timely and accurate vacancy announcements (VA) for all sites including the electronic site, keeping track of the
    VA closing dates and notifying the respective HR Assistants for screening purposes. He/she will draft
    questionnaires for e recruitment forms and will act as the point of contact for USAID job adverts and publishing.
  • As part of the HR team he/she will, be involved in the awards program by framing certificates and preparing
    documentation for the Joint Country Awards Committee.
  • The incumbent will offer administrative support to the SIV committee by preparing committee files for the
    applicants and photocopying all documentation required in addition to preparing the meeting rooms and
    drafting simple emails to members.
  • He/she will cross check training requests data and eligibility with the sections approved plan and work
    development plans and file training completion certificates.
  • In the absence of the HRA on the American Portfolio and as backup, the incumbent will provide check-in
    information for USDHs and support such as taking photographs.

    Qualifications Required for Effective Performance

    Education:

  • A two years diploma in Human Resources, Business administration, management is required.

    Prior Work Experience:

  • Three years' experience in Human Resources or Administration is required.

    Post Entry Training:

  • PK217 Records Management For Everyone (DL-LearnCenter)
    PA454 Annual Ethics Training (DL-LearnCenter)
    PS800 Cybersecurity Awareness (DL-LearnCenter)
    PA431 - Web.PASS Post Personnel: Local Track (DL-LearnCenter)
    PA432 - Web.PASS Post Personnel: American Track (DL-LearnCenter)
    PA331 - Basic Human Resources (Classroom 5 days)
    ERA training at post, 5 days,
    Basics of Time & Attendance for Overseas Staff Course Code: GFS50
    Overseas Payroll and allowances -GFS551 Classroom FSI, 5 days,

    Language Proficiency:

  • List both English and host country language(s) proficiency requirements by level and specialization
  • Level IV fluency in speaking/reading/writing English is required.

    Job Knowledge:

  • A good working knowledge of time keeping, record management and the ability to maintain confidentiality is
    required.

    Skills and Abilities

  • Must have keyboarding skills that include speed at 30 words per minute. Ability to use the full range of
    Microsoft Office suites to include Microsoft word, excel and power point is required. The ability to understand
    and apply regulatory guidelines at work is required.
  • The ability to exercise tact in dealing with customers is
    required.

    How to Apply
  • Interested and qualified candidates should apply online by 10th July 2019
  • For more information and job application details, see; US Embassy Kampala Jobs - Human Resources Assistant Vacancies

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