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CIVIL AVIATION AUTHORITY UGANDA

JOB DESCRIPTION
JOB TITLE:

Human Resources Officer

2. REPORTSTO:

Human Resources Manager

3. DIRECTORATE:

HR&D

4. LOCATION:

Entebbe

5. REPORTING STRUCTURE:
Human Resource Manager

Human Resource Officer

Assistant HR Officer

Human Resource & Development Officer

Assistant HR Development Officer

6. PURPOSE OF THEJOB
The position exists to ensure the successful implementation of approved Human Resources
systems, policies and procedures to ensure the success of the Authority
7. DIMENSIONS
DOLLAR MEASURES

Department budget

UNIT MEASURES

Number of staff

PEOPLE MEASURES Direct subordinates


Indirect subordinates
Third party staff
8. MAJOR CHALLENGES AND PROBLEM SOLVING

The major challenge is the effective implementation of Human Resources policies and

procedures and attending to employee welfare.


Efficient management of Human Resources information

9. DELEGAIED FREEDOM TO ACT

Operates within the confines of the approved Human Resources policies and procedures.
Refers and seeks guidance on policy issues from the Human Resources Manager

10. INTERNAL CONTACTS

Staff in all departments


Shop Stewards
Managers
Directors
Legal department

11. EXTERNAL CONTACTS

Labour Ministry
Unions
Employment Agencies
Providers of Human Resources services

12. PRINCIPAL ACCOUNTABILITIES


# Principal
Accountabilities
1 Human Resources
Budgeting Process

Expected Performance

Key Performance Indicator

Participates in the preparation of the Human


Resource
Budget and Business Plan.
Prepares and submits the budget input promptly
within deadline.
Prepares and submits the Business Plan input
promptly within deadline
Recommends and contributes to information used
in formulation of Human Resources Strategies

Quality of contributions
Inputs into budget proposals are
accurate and timely.

2 Human Resources
Process

Participates in the recruitment process to ensure


that CAA attracts, retains, motivates and develops
staff with the perfect fit and who will contribute to
the business
Conducts the following in the recruitment Process;
o Drafts job advertisements in liaison with
relevant departments
o Arranges for short-listing exercise
o Arranges for interviews
o Responds to applicants and obtains responses
from referees.
o Checks and ensures conformity of job
advertisements to job specifications.
Processes staff confirmation process by
obtaining the following:
o Response from referees/previous employers,
o Coordinates medical examination,
o Coordinates performance evaluation reports
o Oversees the pre-confirmation appraisals by
client's managers
Participates in benchmarking activities
Prepares and submits accurate reports with
good lead-time.
Participates in all Human Resources processes
and maintains accurate and up to date records
for:
o Promotions
o Disciplinary issues
o Succession Planning
o Performance Management
o Personal records
o Benefits
o Terminations
o Recruitment Employee welfare issues

Conducts counseling for staff and ensure that


problems and issues are attended to and staff
are motivated
Deputises for the Human Manager and ensures
the smooth running of the section in the absence
of the Human Resources Manager

Proposed job advertisements


are correct and conform strictly
to job descriptions.
Support given to short-listing
committee is effective and
commented
The interview Panels commend
the jobholders assistance
Client Departments express
satisfaction with the jobholder
for timely proposed applicants.
References obtained from third
parties are authentic and
appropriate.
Only deserving candidates are
ever by CAA.
Ensures accurate extraction of
appraisal recommendations.
Medical examination is timely.
Ensures the appraisal
recommendation is done on
time
The jobholder is commended
for his/her input to the
benchmarking activities
The section continues to
effectively function when the
incumbent deputises for the
Human Resources Manager

3 Performance
Management

4 Management of
Personnel Records

Ensures that all procedures for promotions are followed Client departments commend the
and follows up with departmental Managers as per
jobholder for support in monitoring
stipulated times per year
Performance Management process
and maintaining records
Monitors and reports on Performance Management - Staff approved promotions are
timely implemented.
implementation and maintains records of
- Level of confidentiality in
Performance Appraisals
maintance of Staff Performance
Co-ordinates with departmental managements and
Records
officers to use results of Performance Management

5 Human Resources
Administration

7 Management of
department staff

records for issues such as promotions, succession


planning, training and disciplinary action
Prepares and administers annual leave roster for
staff in salary scale M4 to G3.
Preparation of Annual Leave Roster for M4 to G3.
Ensures timely preparation of the leave roster.
Monitors and ensures adherence to the roster
throughout the year.
Monitors completeness and accuracy of employee
records continuously.
Ensures authenticity, complete-ness and accuracy
of records in personnel files.
Ensures timely, preparation and circulation of the
roster before hand, and arranges logistical support
we1l in advance.
Manages the Senior Management weekend Roster
to ensure that there's a senior member of staff on
duty during weekends and other gazetted public
holidays including arranging required logistical
support.
Participate in arranging for general staff meeting.
Participates in the collection of GSM agenda in
good time.
Ensures previous meeting's minutes are circulated
in good time and undertake necessary arrangements
for GSM meetings.
Makes all logistical preparation rvel1 in advance to
ensure successful convening of the General Staff
Meeting.
To lead, supervise, discipline, monitor and evaluate
staff under your supervision.

A11 Directorates have leave


rosters prepared on time for
CAA regulations.
A11 staffs go on their leave.
Staff records and acknowledged
by all Directorates for
accuracy..

Senior Managers commend the


jobholder for timely preparation
of the weekend roster.
Minutes of previous General
Staff meetings are accurate and
get approved by the Director.
Minutes are circulated on time.
A11 staff and Managers are
satisfied with locations and
logistical arrangements for
General staff meetings.

Staffs follow CAA's rules and


regulations.
A11 staffs acknowledge that

6 Employees welfare

Ensures good leadership through proper delegation


of duties.
Ensures maintenance of proper discipline and carry
out appraisals in accordance with the time table.
Conduct counseling for staff and ensure that
problems and issues are attended to and staff are
motivated
Participate in counseling of staff
Undertakes counseling of junior staff, continually.
Staff counseling and guiding staff.
Sets staff objectives
Appraises own staff.
Gives staff regular feedback
Issues staff retirement notices.
Calculates appropriate staff retirement benefits.
Handles matters pertaining to retirement of staff
including issuance of appropriate notices,
calculation of benefits, etc.

they have received and


understand Authority's rules.

Junior staff are motivated


Jobholders staff have set
objectives.
Job holder appraises own staff
timeously and effectively.
Job holders staff are motivated.
Prepares retirement schedule in
good time.
The computation of benefits is
accurate.
Issues retirement notices on
timely basis.
Ensures accurate timely
processing of staff benefits.

14. KNOWLEDGE & SKILLS

A good understanding of industrial relations and its impact to the organizations


effectiveness
Must be computer literate in MS word, MS Excel MS Power Point and computerized HR
Systems.