Learning and Development Officer - Mildmay Uganda

Job Title: Learning and Development Officer
Organization: Mildmay Uganda
Duty Station: Kampala,
Country 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