Edna Lusega

Perform administrative tasks and services to support effective and efficient operations of the organization's human resources department. Answering frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes. Performing periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately. Acting as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers. Supporting with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events. Organizing recruitment including, but not limited to, job advertisements, candidate identification, candidate screening, interviews, references, and background checks. Onboarding new hires and conducting onboarding tasks. Conducting exit interviews and conflict management where required.

Actively involved in recruitment by preparation of interview documents, sending invitations and providing for all logistical requirements and participating in the panel interview as requested and afterwards compile and submit recruitment report. Support in Implementation of guidelines on contract tracking and management for all ICRAF contracts. Ensure timely processing of all contracts i.e., Letter of appointment Consultancies; Temporary Contracts; Contract Renewals. Conduct reference checks for selected candidates and inform them job applicants on status of their application. Creating job postings and putting them up online on Zoho-recruit. Prepare contracts for new staff and ensure submission of required employment documents for new staff. Maintain full documentation of the recruitment process and tracking system of recruitment process and update on a weekly basis. Performance Management – monitoring probation period for new staff and issue confirmation letters. Onboarding: integrating a new employee into an organization by ensuring that they meet respective unit heads. Assist in payroll processing. Support with the review of HR policies and procedures. Provide cover for the Payroll and HR Systems Officer in their absence Creation, updating and maintaining staff data in the HR information systems Ensure that exiting staff have a comprehensive, well documented, and archived exit process. Support daily operations of the HR team.

Filing Ensure appropriate labelling of staff files. Manage the staff filling cabinet and ensure that the files are in labelled suspension files and are in alphabetical order. Update personal files for staff with respective letters. Ensure that all processed contracts are scanned, and hard copies filed on staff respective files. Share copies with HR staff. Archive all closed files and assist in retrieving files from the registry. Recruitment &Contract Management: Draft adverts for new positions. Long list candidates for the advertised positions. Assist in preparation of interviews including sending invites to candidates and the panel members, booking meeting rooms, campus access and organizing for laptops from ICT. Preparing and dispatch of interview packs at least two days before the interview date. Support recruitment process by receive candidates for interviews and coordinate written tests before the candidates meet the panel. Participate in recruitment report writing. Ensure that all the required enrolment documents are received, and the staff files created. Process casual and temporary contracts. Assist in following up of probation reviews and issuing confirmation letters. Update personal files for staff with respective letters. Ensure that all processed contracts are scanned and hard copies files on staff respective files. Share copies with HR staff. Assist with the preparations of documents for SLT/HRU meeting. Assist in preparation of separation documents. Provide support on Employee Relation and Staff Welfare Dispatch emails and letters to staff to inform them on pension updates, medical (adding member, collecting cheques, cards, liaison for receiving complaints) Assist in attending to medical claims and cheques by ensuring that all claims are dispatched, and cheques collected by the respective staff members. Assist in coordinating activities under Corporate Social Responsibility (CSR)

Personnel Administration Recruitment and Selection (Advertising, screening, and testing) Assist with secretarial duties on the interviews. Employee relations Assist in establishing and maintaining effective communication on issues affecting staff. Assist in developing and implementing programmes to ensure that the relationship with staff representative is on a healthy footing.

Assisting in end-to-end recruitment Filing of physical HR records. Scanning and emailing HR documents Creating interview packs Coordinating induction appointments Creating interview appointments and data entry General administration. Responding to queries brought to the HR department.