Human Resources Assistant (LE Services) Job at U.S. Embassy Kampala

About the Organization

The mission of the United States Embassy is to advance the interests of the United States, and to serve and protect U.S. citizens in Uganda.

Job Description

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Natalie E. Brown currently heads the U.S Mission to Uganda. The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.
Among the offices operating under the U.S Mission to Uganda are:

United States Agency for International Development (USAID)
Centers for Disease Control (CDC)
Peace Corps
Job Summary: The incumbent works on all aspects of the LE Staff program at post that includes the position classification advisory role, the preparation of all types of personnel actions, preparing resignations and disciplinary actions; preparing staffing patterns; assisting with the Mission Awards program, and LE Staff compensation and benefits processing. Maintains personnel records and files and prepares periodic and non-recurring reports.

Duties and Responsibilities

Administrative Support:

Assist in the day-to-day operations of the HR department, including maintaining employee records, preparing HR documents, and updating internal databases.
Handle general office duties such as filing, scanning, and photocopying documents.
Manage HR-related correspondence, including emails, letters, and memos.

Recruitment Support:

Assist in the recruitment process by posting job advertisements, scheduling interviews, and coordinating candidate communications.
Prepare onboarding materials and assist with the orientation of new employees.
Conduct background checks, reference checks, and verify employment eligibility in compliance with legal requirements.

Employee Records Management:

Maintain accurate and up-to-date employee records, including personal information, job history, and performance evaluations.
Ensure that all records are stored securely and comply with data protection regulations.
Update and maintain the HR information system (HRIS) with current employee data.

Payroll and Benefits Administration:

Assist with the preparation and processing of payroll, ensuring accuracy and compliance with relevant laws and policies.
Support the administration of employee benefits programs, such as health insurance, retirement plans, and leave management.
Address employee inquiries regarding payroll, benefits, and leave policies.

Compliance and Reporting:

Ensure compliance with labor laws and regulations, particularly those specific to law enforcement or legal services.
Assist in the preparation of HR-related reports and documentation for internal use or submission to regulatory bodies.
Monitor compliance with workplace policies and procedures, and report any issues to HR management.

Qualification, Experiences and Competencies

Experience: Minimum three years of progressively responsible experience in human resources or administrative field is required..
Job Knowledge: Knowledge of general office management practices and procedures is required. Knowledge of job evaluation, concepts and principles is required.
Good working knowledge of local labor and social security laws as well as recruitment prevailing practices and customs is required. The full performance level of this position is also expected to have detailed knowledge of USG policies, regulations, and procedures is required.
Knowledge of Chapter 3 FAH-2 H-200-FSN Compensation, and Chapter 3 FAH-2 H-400-FSN Position Classification of 3 FAH-2 (FSN Handbook), State Department and associated agency personnel manuals and regulations is required. Knowledge of classification principles, post’s recruitment, Employee Performance Report (EPR), and Awards policies.

Education Requirements: Mandatory: Completion of two years of general college studies is required.
Language: English level III (Good working knowledge) Reading/Writing/Speaking is required. “This may be tested”
Skills and Abilities: Good working knowledge of Microsoft Office (Word, Excel, Power point, Outlook) as well proficiency in using the internet as a resource. Strong writing skills is required to produce and update complex reports, spreadsheets, and correspondence. Must have excellent customer service and communication skills to manage in-person and virtual communications. Must be organized, diligent and able to work under pressure. Good interpersonal skills are required. “This may be tested”