UG-Human Resource Graduate Intern

JOB SUMMARY                            

To provide support in the digitalization and systematic organization of HR documents, ensuring accuracy, confidentiality, and efficiency in records management. Additionally, serve as a front desk assistant by offering courteous customer service, managing inquiries, directing visitors, and supporting daily administrative operations. Further, support leave management processes by tracking staff leave.

JOB RESPONSIBILITIES

Reception & Visitor Management

• Serve as the primary point of contact at the front desk, providing excellent customer service to all visitors, guests in a professional and welcoming manner.
• Notify relevant staff of visitor arrivals promptly and coordinate meeting scheduling, venue, and access upon request.
• Maintain a tidy, organized, and professional reception area at all times.
• Support implementation of daily office opening and closing procedures, including checking that the reception area is secured at end of day.
• Report any maintenance needs, safety hazards, or facility concerns at the front entrance or reception area to the Operations & Security Coordinator.

HR Support

• Maintain and update employee records by reviewing files for accuracy and completeness, organizing and scanning all hard copy HR documents in chronological order, and ensuring all personnel files are correctly.
• Perform general front office administrative duties including photocopying, filing, and organizing documents.
• Prepare and submit purchase requisitions for front office supplies; maintain adequate stock levels of reception consumables.
• Support with recruitment processes including scheduling interviews and managing applicant documentation
• Support with review of timesheet, attendance, Leave applications and & tracking
• Maintain up to date personnel files for new and existing staff
• Verify   all staff handover documents Timesheet, leave form, exit form and submit to HRO for processing terminal benefits.
• Verify   all staff monthly attendance sheet making it ready for payroll processing.

Additional duties as assigned. 

EDUCATION, LICENSES, & CERTIFICICATIONS

Required:

• Bachelors degree in human resource management and industrial & organizational psychology. graduated within the past 2 years.

EXPERIENCE

• Experience working with data, information and administration is an added advantage 

KNOWLEDGE, SKILLS, & ABILITITES

Knowledge:  

• Basic knowledge of HR functions including, recruitment, onboarding and offboarding, and performance management

Skills:  

• Skilled with office software: Microsoft Word, Excel, and PowerPoint.  
• Skilled with communication software: Outlook, Internet, CRM or other database programs.  
• Good interpersonal and relational skills 

Abilities: 

• Ability to organise work priorities, manage competing priorities and deliver on commitments 

• Ability to maintain confidentiality  

• Excellent attention to detail 

• Ability to communicate with all levels of staff, orally and in writing reports 
• Ability to work collaboratively with others. 

• Good interpersonal and relational skills 

• Ability to be flexible and manage stress, especially in situations which require a high degree of sensitivity, tact, and diplomacy 

• Ability to be honest and foster an atmosphere of trust and integrity 

• Ability to support MTI Calling and adhere to the MTI Code of Conduct.
• Ability to commit to Medical Teams International Calling Statement and Core Values.

PHYSICAL CONDITIONS & WORK ENVIRONMENT

Physical Requirements: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

• Frequent use of personal computers, databases and digital platforms, and other office productivity machinery, such as a copy machine and computer printer. 
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer. 
• Frequent communication and exchange of information among colleagues and people of concern which requires the ability to speak, hear, convey and express oneself. 
• Frequent close vision and the ability to adjust focus. 
• Occasionally, ascends or descends stairs, steps, or ladder depending on the role.
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc. 
• The employee may occasionally lift and or move heavy items 
• Seldom to occasionally position oneself to stoop, kneel, crouch, or crawl. 
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot. 

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

• The noise level in the work environment is usually moderately quiet. 
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions. 

NOTE: 

The above Terms of reference is intended to describe the general nature and level of work being performed by Graduate Intern assigned to this job.  It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of this position.  Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; The terms of reference does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change. 

Medical Teams International is an equal opportunity employer and DOES NOT at any stage of the recruitment process (application, Shortlisting, interview meeting, processing, reference verification, training) request candidates to make payments of any kind. Further, Medical Teams International Uganda DOES NOT retain any agent to conduct recruitments on behalf of the organization. Please note that under NO circumstances shall Medical Teams International Uganda be held liable or responsible for any claims, losses, damages, expenses or other inconvenience resulting from or in any way connected to the actions of fraudsters and other false agents.