Human Resource Coordinator – Educate!

Position overview

Educate! is looking for an organised, people and systems-oriented individual to fill the Human Resource Coordinator position. S/he shall be the process lead on staff recruitment, and capacity building for the recruitment teams, manage the orientation and onboarding of new staff, staff contracts and lead performance management processes for staff,  process immigration facilities for expatriates and manage Human Resource Department led all staff events. You’ll be joining a motivated, passionate, overachieving team that is positioning Educate! to be the leader in skills-based secondary education in Africa and intensively impact millions of youth each year.

Educate! is growing fast and with this growth we are looking for individuals excited to work and grow in an entrepreneurial, fast paced environment. As a member of the HR department, you 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.

About Educate! 

Educate! prepares youth in Africa with the skills to succeed in today’s economy.

We tackle youth unemployment by reforming what schools teach and how they teach it, so that students in Africa have the skills to start businesses, get jobs and drive development in their communities. Our model is delivered through practically-trained teachers and youth mentors. Educate!’s goal is to make this practical, skills-based model part of national education systems.

In 2021, we’re working in 175 secondary schools in Rwanda, 60 pilot schools in Kenya, and over 750 schools in Uganda reaching over 42,000 students intensively and 530,000 more broadly. Our model was proven to have massive impact in a randomized controlled trial. Graduates earned DOUBLE the income of a control group and had a 64% increase in business creation. Our graduates change their lives and their communities, such as Lillian Aero who employs over 100 AIDS-affected women.

In 2012, Educate! partnered with Uganda’s government to integrate curriculum and a student business club structure into Uganda’s entrepreneurship course nationally, and in 2015, we served as a technical advisor to Rwanda on its secondary education reform.

Educate!’s team includes nearly 200 staff and almost 300 volunteer youth mentors. We have been backed by top foundations such as MasterCard, Big Bang Philanthropy, Mulago, Echoing Green, Ashoka and Global Innovation Fund. Educate! won the 2015 WISE Awards, and was featured by Bill Gates, an Al Jazeera documentary, Forbes 30 under 30, Clinton Global Initiative and The Brookings Institution as one of 14 case studies in their global scaling education learning initiative.

Educate!’s vision is to design solutions that measurably impact millions of youth across Africa each year.

Performance Objectives:

Staff Recruitment & Contracts Management – 40%

• 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.
• Source candidates through the most efficient and cost effective approaches beyond the traditional methods of using the press.
• Manage the Uganda jobs portal to ensure new applications are read and select relevant candidates for interviews; review applications for candidates to interview.
• Manage communication to applicants and candidates before and after selection and after interviews. Conduct reference checks.
• Prepare a summary report of interviews held and send to the Head of HR, the recruitment team and Directors (as and when necessary).
• 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 in accordance with the contract process checklist (where necessary).
• Send the contract to new staff at least a week before their start dates
• Communicate to contract signatories anticipated dates of contract signing, and ensure contracts have all the relevant signatures before filing.
• Readily provide soft copy contracts as and when needed during external finance audits.
• Ensure that probationary clauses in the new staff contracts are duly signed after probationary period.

How will we measure success in this function (How does success in this function look like)?

• Responds to approved staff recruitment requests with suggestions on more efficient and cost effective ways of closing the gaps.
• Files Employee Request Form (ERF) or approval on email and obtains internal JD to kick start a new recruitment process. All staff JDs are up to date and in the Job Descriptions folder on Google drive
• Candidate profiles and other related tabs on the master recruitment document are updated to guide the rest of the recruitment process.
• Uses the most efficient and cost effective approaches of sourcing the right candidates.
• Applications through the Uganda Jobs portal are reviewed and responded to appropriately. Applications are organised in labels.
• Candidates are promptly given feedback after every stage of the selection process.
• Recruitment summary reports are shared on email and links to the master recruitment documents are shared with the recruitment team, Deputy Country Director and Country Director (as and when necessary)
• Reference checks templates are tailored to current positions being recruited for; reference checks happen and reports within two days after selection of the top candidate.
• Offers are made on call, and followed with email and all the relevant attachments including but not limited to new employee contracts, JD, medical insurance membership forms, etc. Documents are collected before the first day of work.
• Recruitment report is updated by the end of every month.
• New staff receive, sign and return their contracts before the first day of work, and contract addenda or renewals are promptly signed as per the organisation policy.
• Contract signatories are aware and confirm anticipated dates of contract signing, and ensure contracts have all the relevant signatures before filing.
• Soft copy contracts are readily available when needed during external finance audit.
• Probationary clauses in the new staff contracts are duly signed after probationary period.

Performance Management – 30% 

• Ensure the monthly rocks tracker and termly goals tracker are up to date with names of all staff;
• Provide a link of a new monthly rocks tracker and termly goals tracker at the beginning of the year to all staff.
• Check to ensure that all staff fill in their rocks and goals in the respective trackers and send reminders on a regular basis to staff to fill in the rocks and goals on the trackers.
• Schedule dates for performance review for staff on probationary contracts and share with respective department managers and their reports on probationary contracts.
• Schedule annual performance review process, and share with all staff.
• Ensure that staff have all the tools/documents needed for the performance review process
• Respond to all performance review process related queries from staff.
• Provide regular updates to HHR and CD on the progress of the review process.
• Ensure to compile complete and fully signed performance review reports for all staff and submit for filing and produce a summary report on performance review process
• Train new staff on performance review systems, and share all relevant documents with new staff.
• Compile end of term goal completion reports

How will we measure success in this function (How does success in this function look like)? 

• Monthly rocks tracker and termly goals tracker are up to date with names of all staff per region or department.
• All staff have a link  to a new monthly rocks tracker and their respective termly goals by the  25th of January.
• Work Plan/dates  for the probationary reviews are communicated and scheduled on the calendars of the supervisors and staff on probationary contracts.
• Work Plan/dates for the annual performance review process are shared with supervisors and all staff respectively and scheduled on their google calendars.
• All staff have and are able to use the performance management tools/documents and have guidelines for the process
• Complete, and fully signed people reviews are filed in the respective staff files, and a report prepared and shared with the HHR and Country Head.
• Trainings on performance management are done for all new staff and all relevant documents shared with them
• End of term goal completions reports are prepared on time.

Staff orientation and on-boarding – 20%

• In collaboration with dept. managers and heads, prepare/schedule orientation for new staff and volunteers/or fellows,
• Share the orientation schedule with new staff due for orientation
• Ensure that all HR department orientation sessions/materials are up to date
• Collect all orientation presentations in one folder on the drive, and relevant ones are shared with the orientees after the sessions.
• Coordinate  to ensure that all scheduled orientation sessions are conducted.
• Collect feedback and prepare a report upon completion of every orientation program
• Conduct the six (6) months on boarding check-ins happen with new staff to ensure their transition is smooth.
• In liaison with the respective department or staff, ensure that tools for work for new staff are available on their first day of work.
• Update and administer the Human Resource quiz to new staff and all that have not completed it, and track staff completion of the quiz
• Administer the Child Protection Policy (CPP), Sexual Harassment Policy (SHP) to all new staff and volunteers including mentors, and the Educate! Ethics guide to all staff.

How will we measure success in this function (How does success in this function look like)? 

• 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.
• All presentations used for orientation are in one folder on the drive, and relevant ones are shared with the orientees after the sessions.
• All scheduled orientation sessions are conducted and make ups are done within two (2) weeks, and orientation trackers filled in the files of the new staff 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 two (2) on boarding check ins are done to learn how new staff are transitioning in and provide the necessary support needed.
• New staff have their tools of work ready by their first day of work.
• The HR quiz is updated annually and is completed by all staff.
• Child Protection Policy (CPP), Sexual Harassment Policy (SHP) and Ethics guide consent forms have been signed by all staff, and where relevant mentors.

Work Facilitation Support & HR Led Events – 10%

•  Prepare all the documents required to process work permits for International Staff and staff from other East African Region and submit to the service provider in time
• In collaboration with the Administration department, prepare and file applications for special passes for all international staff and work permits for East Africans.
• Keep an up to date tracker of work permit/special pass start and end dates to inform on timelines for re-applying. Prompt international to start on renewal of work permits, and guide them on the process
• Share updates on new immigration laws with international staff and management.
• Lead person in coordinating the agenda and logistics HR Led events e.g mid year retreat and end of year party, termly achievements etc
• Create email accounts for all new staff,  or volunteers where applicable.
• Manage all existing group email accounts, and create new group email accounts as and when necessary
• Ensure to update the individual and group email accounts as and when a staff’s status or department/roles change.
• Lead in preparing an annual schedule for MMMM, reach out to the guests and ensure their  logistics are provided.

How will we measure success in this function (How does success in this function look like)? 

• Documents for processing work permits for expat staff are prepared and submitted to the service provider in a timely manner.
• Special passes for all international staff and work permits for East Africans are filed and processed internally.
• The tracker for work permit/special pass start is up to date at all times. Expat staff are notified on time when to start renewal process of their permits
• Shares updates/changes on new immigration laws with international staff and management.
• Logistics for termly celebrations are procured in a timely manner
• End of year party agenda is prepared, timely communications are done and logistics are well coordinated and in a timely manner.
• New staff have functional Educate! email accounts, and been added to the relevant mailing lists on their first day of work.
• Individual and group email accounts are updated as and when a staff member’s status or department/roles change.
• For separating staff, email accounts are suspended on the last day of work or date of clearance if earlier than the former.
• Monthly Monday Morning Meetings (MMMM) are well coordinated and communicated.

Qualifications

• Bachelor’s Degree in Human Resource Management,  or Business Administration or Social work & Social Administration with a PGD in Human Resource Management.
• At least 3 years of professional experience in human resources management.
• Experience in Sourcing & Recruitment of staff will be of additional advantage.
• Fits our Five Cultural Tenets (see What is Educate! About? below); Learn more by looking at Educate!’s culture deck here.

Terms 

• Salary is commensurate with experience
• Benefits include Medical Insurance.
• Location is in Kampala, Uganda.

Why You Will Brag About Working At Educate!

• We’ve got the impact.
• Educate! is designed for scale. We quadrupled operations in 2014, going from 54 to more than 200 schools served. We carefully measure our outcomes, and — here’s the best part — we are maintaining quality at four times the size.
• We believe in local leadership — 97% of our on the ground staff is African.
• Our model has gone nationwide in Uganda — Educate!’s model is now incorporated into the national curriculum and exams, impacting thousands more students than we can reach directly.
• Educate is a well-oiled learning machine. We built our model by methodically testing hundreds of assumptions and we are constantly experimenting, evaluating, and improving.
• We’re honored that luminaries and leaders like Oliver Wonekha, the Ugandan Ambassador to the US, and Ann Veneman, a former Secretary of Agriculture and head of Unicef, believe in us enough to have joined our advisory board.

Application Process

Intrigued? Please visit our website on www.experienceeducate.org/careers. You will be asked to upload a resume, and respond to a few questions:

Deadline for sending applications is on a rolling basis,  until the position is filled. Educate! intends to fill this position by Monday 3rd May 2021.

APPLY FOR THIS JOB >>>