Human Resource Coordinator Uganda

Position Overview 

Educate!, a fast-growing and award-winning social enterprise, is seeking for a Human Resource Coordinator to support the operations team in Uganda. We’re looking for someone who has non-profit experience, delivers results while leading multiple projects, is willing to improve on processes and is able to seamlessly handle projects at hand. 

The Human Resource Cordinator shall be the process lead on staff recruitment, contracts, orientation and onboarding of new staff, administer employee benefits, and ensure efficient and proper staff record keeping. 

As a member of the HR department, the HR Cordinator will work in a high-performance culture with a motivated and supportive team of talented individuals, including our global talent team. This is a unique opportunity for the right person to help build the HR function in our Uganda office as part of a team that makes recruiting and talent development a top priority. 

This position will report directly to the Human Resource Manager.

About Educate!

Africa has the world’s youngest and fastest-growing population. By 2035, the continent is poised to contribute more people to the global workforce each year than the rest of the world combined. 

At Educate! we're obsessed with impact. We leverage iterative learning to build highly scalable youth employment solutions aimed at unlocking the potential of the world’s youngest continent. 

Educate! prepares youth in Africa learn, earn and thrive in today’s economy by: 

1) introducing an employment-focused school subject into secondary, and 

2) delivering livelihood bootcamps for out-of-school youth, with a focus on marginalized rural girls and young women.

To date, more than 250,000 youth have been meaningfully impacted across Uganda, Rwanda, and Kenya, and along the way, Educate! has become the largest youth employment and skills provider in East Africa.

Educate! is a team of over 250 largely African staff and 300 volunteer youth mentors. We prioritize building an engaging, fulfilling and growth oriented work environment. 50% of our top 30 leaders have been with us for over 5 years, 10+ alumni have started their own organizations and 6 current or former team members were Acumen Fund East Africa fellows. 

We have been backed by top foundations such as Imaginable Futures, Big Bang Philanthropy,  #startsmall, Generation Unlimited, CIFF and Echidna Giving. Educate! won a 2018 Klaus J. Jacobs Prize and a 2015 WISE Award, and has been highlighted by the World Bank’s S4YE's Impact Portfolio, an Al Jazeera documentary, BBC, The Brookings Institution as one of 14 case studies on scaling education, and the Gates Foundation as a Goalkeepers Accelerator. In 2022, we received a catalytic investment from philanthropist Mackenzie Scott to scale our systems change work.

Educate!'s long-term vision is to design solutions that measurably impact millions of youth across Africa each year. By 2025, we aim to scale our annual reach by 4x and measurably impact over 400,000 new youth. 

Performance Objectives 

• Staff Recruitment & Contract Management (30%)
• Staff Orientation & Onboarding (20%) 
• Staff Records Management and Filing (30%)
• Employee Benefits Administration & HR Logistics and Events(20%)

Staff Recruitment & Contract Management

• Respond to requests for manpower needs to close capacity gaps, and guide the hiring department on the most efficient way to close the gap. 
• Follow up with managers for Employee Request Form (ERF) and internal JDs for new recruitment, and provide guidance where necessary. Regularly update the job descriptions folder for all staff positions on google drive
• Prepare the candidate profiles for new recruitments and update all tabs of the master recruitment document including interview questions, panelists etc. 
• Sourcing for candidates through the most efficient and cost effective approach that may involve newspaper advert, sourcing through networks & other 21st century approaches of sourcing.  
• Manage the recruitment portals -  that’s greenhouse, and the recruitment email account to ensure new applications are read and responded to, and build a database of potential candidates for future roles. 
• Ensure candidates have a great experience during the whole recruitment exercise. 
• Conduct reference checks; prepare a summary report of interviews held and share with all relevant stakeholders including but not limited to the HR Manager, the hiring team and Country Director.
• Make offers to successful candidates and collect all relevant documents at time of recruitment of new staff before their first date of work. 

• Prepare contracts for all new staff, staff in new positions and contract addendum for staff contract changes and ensure timely signing of contracts.
• Ensure that probationary clauses in the new staff contracts are duly signed after the probationary period. 

Staff Orientation & Onboarding

• Orientation schedule for new staff is ready and shared with respective department heads and new staff before the start day of work 
• All  HR department orientation sessions/materials are up to date, and accessible to the HR Team and orientation facilitators..
• All presentations used for orientation are in one folder on the drive, and relevant ones are shared with the new staff  after their sessions
• All scheduled orientation sessions are conducted and make ups are done within two (2) weeks, and orientation trackers filed  after completion of the program.
• Collect feedback, prepare and share a report with the HR Manager and respective department managers upon completion of every orientation program.
• At least three (3) on-boarding check-ins are done within the first 6 months to learn how new staff are transitioning in and provide the necessary support needed.  

• Work with the Admin/Procurement Contact person to ensure new staff have their tools of work including but not limited to airtime, internet data and laptop ready by their first day of work.
• Create work email accounts for new staff, add them to the relevant mailing lists; and regularly update the individual and group email accounts as and when a staff member's status or department/roles change. 
• Email accounts are suspended on the last day of work unless otherwise requested by the supervisor of the exiting employee.  
• Child Protection Policy (CPP), Sexual Harassment Policy (SHP) and Ethics guide consent forms have been signed by all staff, and where relevant mentors. 

Staff Records Management and Filing

• Digital/online staff files are up-to-date with all relevant & fully signed (where necessary) documents including but not limited to contracts, addendums, leave forms, disciplinary records, academic documents, promotional scorecards, Employee Request Forms (ERF) etc.
• Regularly conduct an audit of staff files to ensure their completeness 
• Leave tracker is up to date and accessible by all Managers; and all staff are informed about their leave days status.
• In collaboration with supervisors, support staff exiting staff to ensure a fully signed handover checklist before their last day of work. Ensure filing of resignation notices and handover checklist. 
• Update staff master staff list as and when there are staff changes including but not limited to exits, new joiners, position changes etc

Employee Benefits Administration & HR Logistics and Events

• In liaison with the service provider, process work permits and/or special passes for expat staff in a timely manner. 
• Team building and all staff events are well coordinated, that is  timely communication and coordination of logistics needed for the event. Events include but are not limited to MMMMs, mid year retreat, department dinners and end of year party. 
• Create awareness of Educate! benefits to all staff on a regular basis.
• Renewal of Medical Insurance & GPA policy covers with preferred providers annually & update the medical insurance list and GPA list with drops and new staff or mentors as and when they happen.
• Maintain contact between the medical insurance provider, GPA service provider and Educate! to solve queries, ensure staff have medical cards and all staff/mentors are covered on GPA at all times.
• Support staff in accessing or applying for staff benefits like salary advances, bereavement support, scholarship support etc.
• Coordinate the cultural tenets awards nominations for all Educate! staff
• Communicate in a timely manner announcements related to new staff, bereavement, newborn babies to E! Staff, etc.
• Schedule, coordinate celebration of staff birthdays, department dinners and in office and in the field on a termly basis.
• Lead and mobilise support when staff celebrate weddings, introductions and any other such social events.
• HR department liaison point in supporting the implementation of a mother friendly work environment in light of the E! gender related policies.
• Communicate to GPA service provider any reports of staff/mentor accidents, support staff in processing their claims from service provider.
• All staff are on the CUG service, have airtime and internet data to facilitate their work.

Qualifications 

• Bachelor’s Degree, preferably in human resources or a related subject.
• At least 4 years of professional experience, with at least 2 years of directly working in the HR Department or related field.
• Passion for recruiting and developing top talent
• Some experience working in a startup or social enterprise environment strongly preferred.
• High level of computer literacy: Ms Word, Excel, Powerpoint, etc. 
• Fits our Five Cultural Tenets (see What is Educate! About? below); Learn more by looking at Educate!’s culture deck here

What skills/experience does this candidate absolutely must have (MUST HAVEs)?

• People relations skills
• Attention to detail
• Personal organisation and Coordination skills
• Good written & verbal communication skills
• Problem solving
• Ability to use the google drive (docs, sheets, slides and forms)
• High level of integrity and professional judgment
• Flexible and able to think and work “outside the box,” excited to think about new and more efficient or effective ways of doing things

Terms 

• Salary is commensurate with experience
• Attractive Benefits & Perks including Medical Insurance.
• Location is Kampala, Uganda.

What Is Educate! About? 

We’re ambitious. Are you? Educate! is growing fast, so new opportunities are opening up and expanding all the time. We’re inspired by people with drive, and we love to help them reach their full potential. We expect everyone at Educate! to contribute above and beyond their job description, grow their skills, and advance their careers, and we are committed to supporting our staff members on that journey.

1. We put Youth First, Impact-Obsessed - We never forget that Educate! exists to impact youth. We are purpose-driven. We obsess over impact daily and if it doesn’t lead to impact, we want nothing to do with it. We prioritize interacting with and listening to youth. We design and manage the organization to ensure every dollar creates transformative experiences that youth value. 
2. We Exceed Expectations - We take pride in going above and beyond to achieve the best results. When we know what needs to be done, we do it. We don’t wait to be asked and we don’t stop at what is asked of us. We look for solutions as much as we identify problems.
3. We Are Always Learning - We are committed to seeking and applying new knowledge and ideas. We stay open-minded. We know there is always another way and we are excited to learn about it. We continuously look for resources of all kinds from multiple disciplines. We try new things, experiment, grow, and improve. We invest in learning for ourselves and our teams.
4. We are One Team, Many Views - We say what we think while treating each other well. We believe that all people have the same inherent value and that diverse ideas and open dialogue fuel excellence. We constantly strive to create an environment where everyone can and does express themselves freely. We support and respect each other as people and colleagues. We act as one team: We prioritize the organization's mission and goals over team or individual goals.
5. We have the Startup Mindset - We will always keep innovating to grow our impact. We aspire to be game-changing. We never think “we have arrived” or “we’re done.” We question the status quo in our industry. We move fast and embrace change to move towards our long-term vision. We’re not afraid of failure. We interrogate anything that slows us down. 

Every person at Educate! — from interns to the executive director — is evaluated by how they live up to these five cultural tenets. They are at the core of how we achieve our mission and why we work as well as we do.

Educate is committed to providing an inclusive and welcoming environment for all who interact in our community.  In creating this environment, we encourage people from a variety of cultures, backgrounds and life experiences to join our diverse team.

Child Safeguarding: Educate! is committed to child-safe/youth-safe recruitment, selection and screening. Our recruitment and selection procedures reflect our commitment to the safety and protection of children in our programs. The successful candidate will be required to provide a satisfactory Certificate of Good Conduct as a condition of employment. We reserve the right to decline to offer employment to an individual or terminate an employment contract with an employee that may pose a risk to children and youth.