Learning and Development Officer Job Vacancy at Mildmay Uganda

Organization: Mildmay Uganda
Duty Station: Kampala, Uganda
Reports to: Human Resource
Manager
About Mildmay:
Mildmay
Uganda is an HIV/AIDS treatment and training centre also providing Health
Systems Strengthening to scale up comprehensive HIV/AIDS Services in 16
districts of Central Uganda. It is situated on Entebbe Road, Lweza, south of
Kampala, Uganda.
Job Summary: The Learning
and Development Officer will primarily be responsible for effective
delivery of the overall Learning and Development strategy through analysis of
staff development needs as well as designing, creating and delivering solutions
across the organisation at every level. S/he will also take charge of implementing
and monitoring the organisation’s Performance Management System for achievement
of the organisation’s goals and objectives. 
Key Duties and Responsibilities:
1. Take the lead in implementation of the staff development plan so as
to ensure
organisation learning and development, as well as enable staff,
individually and collectively, to enhance their knowledge, expertise and skills
for performance excellence in their current jobs and future responsibilities
  • In liaison with the HR
    Manager lead the development of MUg’s annual staff development plan to ensure
    that the organisation’s learning and development strategies are aligned to
    and support achievement of the organisation’s strategic objectives
  • Facilitate
    organization-wide skills gap analysis to identify, address critical needs
    and undertake
    informed interventions.
  • Liaise with line
    managers to ensure design and implementation of individual personal development
    plans in order to address the skills gap identified through performance appraisals
    so as to ensure that the staff have at all times the necessary knowledge,
    skills and competencies and that they are continuously being developed
  • Plan, direct and
    facilitate appropriate training and development programmes to accomplish the
    organisation’s goals.
  • Facilitate and
    coordinate orientation and induction for new MUg staff in order to promote organisational
    learning and a culture of acceptable behaviour and practices.
  • Routinely update the
    MUg orientation and induction pack for dissemination of appropriate information to
    new staff
  • Coordinate with line
    managers to identify and source for appropriate facilitators for the identified
    learning and development to ensure relevance and effective delivery of course/training
    content
  • Liaise with the
    Procurement department and take part in the development and communication of
    ToRs for identified external facilitators
  • Liaise with identified
    internal and external training facilitators to ensure delivery of staff trainings in
    line with the training need identified
  • Regularly conduct
    assessments that measure the effectiveness of the staff development interventions
    so as to align and introduce new strategies that will contribute to
    organisational performance
  • Liaise with line managers to ensure
    implementation of mentorship and on job training for succession planning
    and continuity of service
  • Develop a system for
    monitoring, tracking and maintaining of an organisational skills set databank of
    staff development events and activities.
  • Generate and
    communicate staff training reports to relevant managers to inform decisions
2. Implement Mildmay Uganda’s staff performance management system to
ensure that staff performance contributes to and achieves individual, team and
organizational objectives and targets and as well as inform decisions:
  • Participate in the development and review of
    the organisation’s job descriptions to  ensure full accountability and
    responsibility by job holders for the work of the organisation as well as
    clarity of key result areas for delivery of out puts.
  • Support the designing
    and revision of performance management tools that will guide and enable
    efficient and effective staff performance management through measurement
    of achievement of set targets and goals
  • Ensure a functional
    staff performance appraisal system for Mildmay Uganda by;
    • Supporting managers and staff in
      defining performance targets and goals that are measurable, achievable
      and are in line with programmatic objectives.
    • Ensure observance of performance
      appraisal timelines by routinely and timely communicating appraisals that
      are due to line managers and staff
    • Regularly monitor and maintain an
      up-to-date tracking list on progress of staff appraisals, and communicate
      gaps to relevant staff/managers for appropriate action to ensure that all
      staff appraisals are done.
    • Review the submitted staff performance
      appraisal forms to identify and compile relevant performance gaps and
      recommended interventions, and ensure that they are timely communicated
      to the appropriate parties for redress
    • Documenting and updating MUg’s staff
      performance appraisal records and ensure availability of these records
      for decision making
    • Facilitate implementation of recommended
      appraisal outcomes, and ensure timely provision of relevant and approved
      feedback.
    • Manage the 360° appraisal system to
      ensure that it is constantly functional and up-to-date, and that staff
      appraisal requests are submitted and approved on time.
    • Regularly offer consultative support and
      guidance to staff in the use the 360°appraisal system in order to ensure
      effective use of the system for retrieval of meaningful staff’s appraisal
      reports.
  • In liaison with HR
    manager develop and implement a system that rewards exceptional performance and
    corrects poor performance for improved staff motivation
3. Develop and implement a robust Career Development program at Mildmay
Uganda that facilitates both the employees and the organisation to achieve
development objectives:
  • In liaison with line managers routinely assess
    changes in job roles and update/ adjust job descriptions as
    responsibilities change and new opportunities arise.
  • Develop and implement
    an employee development program that allows all interested employees to
    establish goals for professional development.
  • In liaison with line
    managers and staff create, discuss and monitor implementation of staff personal
    development plans
  • Facilitate development
    and implementation of succession plans by all line managers at
  • Mildmay Uganda to ensure continuity of leadership
    in the organisation
  • Document and routinely
    update Mildmay Uganda’s succession plan strategy to communicate
    available skills and potential for all senior management positions
4. Maintain an effective Information system and ensure that it provides
up to date and accurate staff performance, learning and development as well as
career development related information for proper decision making and best
practice:
  • Ensure that the HR tools for collection of
    relevant staff data are regularly up dated, and where need be, new ones
    developed.
  • Ensure that all staff
    records submitted to the HR department are complete, accurate and up to date
    with relevant information, by regularly communicating new or required changes.
  • Ensure that HR records
    are promptly and accurately filed, kept in safe custody, and only accessible by
    authorised personnel.
  •  Ensure that the HR software is regularly
    updated with staff personal information relating to their training
    and development, performance by undertaking real time data entry.
  • Prepare and submit
    timely and accurate reports necessary for and decision making and implementation
    of best practice.
5. Participate in marking of students’ assignments ensuring that set
guidelines and time-lines are adhered to:
  • Review/familiarize self with the assignment
    guidelines to ensure critical understanding of the assignment for an
    objective view point.
  • Work with lecturers to conduct timely first
    marking, second marking and/or moderation of  the given assignment as per the set
    guidelines to ensure consistency and comprehensiveness.
  • Prepare and design relevant training plans
    appropriate to a set group of participants and intended learning outcomes
  • Liaise with the Registrar and Administrative
    office to identify and invite appropriate participants ensuring that the
    right people are admitted for the training.
  • Identify and notify facilitators for timely
    submission of relevant and updated visual and audio learning materials
    required for compiling the participants’ reference base
  • Proof read materials submitted ensuring that
    they are up-to-date and in line with current evidence and ministry of
    health policies
  • Communicate to all the stakeholders involved in
    the training for participation and buy-in
  • Monitor the smooth running of the training
    ensuring that participants’ achieve the intended learning outcomes and
    that any issues are addressed in time to minimise impact on training
  • Conduct both participants’ and trainers’
    evaluations of the training and write a comprehensive report highlighting
    the relevant learning points, challenges and recommendations for future
    improvements.
  • Work with partners to plan for follow up of the
    trainees to support application of theory to practice and to identify any
    gaps that may need further training and mentorship
6. Contribute to marketing of MUg training programmes in order to
improve on MUg visibility (positioning, branding) and income generation
  • Ensure client satisfaction through delivery of
    high quality programmes and demonstrating a high level of professionalism
    in dealing with students and partners.
  • Contribute to designing and circulation of
    brochures by providing information on the courses and reviewing the drafts
    developed by the librarian/registrar
  • Participate in writing training and funding
    proposals in order to increase on income generation
  • Participate in consultancy activities ensuring
    that they are completed in time and delivered to the highest standard
    possible for customer satisfaction
  • Actively identify opportunities for marketing
    MUg courses and attend partner meetings/conferences to make presentations,
    and circulate brochures to improve on MUg’s visibility.

Qualifications, Skills and
Experience:

  • The candidate
    should possess Bachelors Degree in Human Resource Management or Industrial
    and Organisational Psychology or Social Sciences
  • A Postgraduate
    qualification in Human Resource Management
  • At least three years
    experience in HR practice following post graduate qualification with
    specific experience in managing staff learning, development and training
    function.
  • Good communication
    and interpersonal skills
  • Proficiency in
    various MS office packages and working knowledge of English and local
    language(s) are crucial.
  • Hard working,
    trust-worthy, and holding the highest levels of integrity and
    confidentiality.
  • Must be
    flexible, reliable, able to work under pressure; and in sympathy with the
    Christian values of Mildmay Uganda.
  • Evidence of a
    non-judgemental approach regarding race, religion, culture, sexuality and
    lifestyle is critical.  

How to Apply:

All
interested candidates persons who meet the above job requirements should send
their applications to: The Human Resource Manager at Mildmay Uganda, Entebbe
Road, Lweza at hr@mildmay.or.ug. Please clearly indicate in the subject of the
email,  the position applied for or post to P.O. Box 24985, Kampala,
Uganda
NB: The
applications should contain certified copies of academic transcripts, a full CV
indicating current salary and other benefits should be provided, and two
professional referees (one of which should be a former employer). Candidates with
incomplete information will not be short-listed
Deadline: Friday 29th
November 2013

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