Scheme of Service for Human Resource Cadre

THE REPUBLIC OF UGANDASCHEME OF SERVICE FOR THEHUMAN RESOURCE CADREMinistry of Public ServiceP. O. Box 7003KAMPALA – UGANDATel: 041 4-250570/250543/6Fax: 0414-255463E-mail: ps@publicservice.go.ugWebsite: www.publicservice.go.ugOctober 2012

TABLE OF CONTENTSTABLE OF CONTENTS ......................................................................... ILIST OF ACRONYMS .............................................................................. II1.0 INTRODUCTION ......................................................................... 12.0 OBJECTIVES OF THE SCHEME .................................................. 23.0 ADMINISTRATION AND MANAGEMENT OF THE SCHEME............ 33.1 ADMINISTRATION OF THE HR SCHEME ................................................. 33.2 STAFF PERFORMANCE ....................................................................... 33.3 GENERAL MANAGEMENT GUIDELINES .................................................. 43.4 EXISTING HR GRADING ..................................................................... 63.5 HR DESIGNATIONS AND SALARY GRADING ............................................ 73.6 CONVERSION TO THE GRADING STRUCTURE .......................................... 83.7 RECOGNIZED QUALIFICATIONS ........................................................... 94.0 HR FUNCTION IN MINISTRIES, DEPARTMENTS AND LOCALGOVERNMENTS ....................................................................... 105.0 JOB DESCRIPTIONS AND PERSON SPECIFICATIONS ................ 115.1 DIRECTOR HUMAN RESOURCE MANAGEMENT..................................... 115.2 COMMISSIONER HUMAN RESOURCE MANAGEMENT .............................. 195.3 ASSISTANT COMMISSIONER HUMAN RESOURCES MANAGEMENT ............. 265.4 PRINCIPAL HUMAN RESOURCE OFFICER ............................................. 345.5 SENIOR HUMAN RESOURCE OFFICER ................................................. 425.6 HUMAN RESOURCE OFFICER ............................................................ 47Scheme of Service for Human Resource CadrePage i

LIST OF ACRONYMSGoUGovernment of UgandaMoFPEDMinistry of Finance, Planning and Economic DevelopmentMoPSMinistry of Public SrrviceMDAsMinistries, Departments and AgenciesLGsLocal GovernmentsHRHuman ResourceHRMHuman Resource ManagementHRDHuman Resource DevelopmentScheme of Service for Human Resource CadrePage ii

1.0 INTRODUCTIONThe Human Resource function in the Public Service has evolved overtime. During the colonial period 1940-62, British nationals wererecruited as Establishment Officers to handle establishment mattersthat included payroll and welfare management, staff leave, andenforcing provisions of the Standing Orders. This continued to be thecase up to independence.After Independence, Indians were recruited as Establishment Officerswhile Ugandans were recruited as Clerks to compile staff lists andprepare leave rosters. The Establishment Officers and Clerks did nothave training in personnel management. Consequently in 1970, thepost of Personnel Officer was created at University graduate level inorder to strengthen Personnel Management function in the PublicService. The non-graduate personnel cadre continued to existalongside the University Graduate positions.The introduction of modern management systems in the PublicService, require an officer who is capable of managing complex andstrategic human resource planning, management and developmentfunctions. Professionalism, innovativeness, leadership, changemanagement and strategic thinking competencies have, therefore,become increasingly critical for anyone managing the HumanResource function.In view of the above, the Scheme of Service for Personnel Cadre hasbeen reviewed to ensure that the cadre is strengthened, functionallyScheme of Service for Human Resource Cadre Page 1

aligned and professionalized in order to contribute meaningfully tothe achievement of public service excellence.2.0 OBJECTIVES OF THE SCHEMEThe objectives of the Scheme are: -a) To promote professionalism of the HR cadre in the public service;b) To ensure the maintenance of an efficient and effective HRfunction in the public service;c) To provide for a well defined career structure, which will attract,motivate and facilitate retention of suitably qualified HRpractitioners in the Public Service of Uganda;d) To ensure that all officers have equal opportunity to progressupwards to higher level positions based on their ability,competence, performance and readiness for the next level;e) To provide for clearly defined job descriptions, personspecifications with a clear delineation of duties, responsibilitiesand competencies at all levels within Ministries, Departments,Agencies (MDAs) and Local Governments (LGs) career structures,bearing in mind deployment and utilization of the HR specialists ;andScheme of Service for Human Resource Cadre Page 2

f) To provide standards for HR jobs that can guide recruitment,career planning, deployment, training and career advancement ofHR Practitioners in the public service.3.0 ADMINISTRATION AND MANAGEMENT OF THE SCHEME3.1 Administration of the HR SchemeThe Ministry of Public Service (MoPS) shall be responsible for theadministration of the HR Scheme. In so doing, the PermanentSecretary, Ministry of Public Service shall:-(a) Ensure that the provisions of the scheme are strictly observedfor fair and equitable treatment of HR officers;(b) Ensure promotion of ethics and professional conduct amongthe HR practitioners;(c) Provide professional guidance and establish professionalstandards;(d) Take responsibility for strategic and professional developmentof the cadre;(e) Ensure that vacant posts within this job cadre are declared forfilling; and(f) Ensure job promotion and deployment in line with the existingPublic Service Policies and regulations.3.2 Staff PerformanceUpon deployment, a respective Responsible Officer shall have fullresponsibility for the management of the HR Officer(s). TheResponsible Officer’s responsibility shall include:-Scheme of Service for Human Resource Cadre Page 3

a) Management of the HR Officer’s day to day performance at work;b) Periodic performance appraisals;c) Pay, training and discipline; andd) Custody of personal and confidential records of the HR Officer.3.3 General Management guidelinesThe general management guidelines shall be as follows:-(a) Implementation of the HR Cadres SchemeIn implementation of the Scheme, the current ‘Personnel Officer’positions shall be re-designated to ‘Human Resource Officer’ toreflect the new tittles introduced under the Scheme.(b)Creation of PostsA scheme of service does not constitute an authority for creationof post(s). Any additional posts required under the new gradingmust be included in the Ministry’s establishment proposals forconsideration and approval by the Ministry of Public Service.(c)Recruitment and Promotion(i) Whether filling of a post requires recruitment from the openmarket or internally, an MDA shall declare the vacant post tothe MoPS which will in turn clear the vacancy based onavailability of funding for the post and then declare suchvacant post(s) to the Public Service Commission (PSC);(ii) In the case of Local Governments, respective ResponsibleOfficers shall, upon receipt of clearance from MoPS, submitScheme of Service for Human Resource Cadre Page 4

equests for filling of the vacant HR post(s) to the respectiveDistrict Service Commissions using guidelines issued by theMoPS and PSC;(iii) On recruitment and promotion, timeliness and efficiencyshall be observed. The Public Service Commission, theMinistry of Public Service and the user MDA or LocalGovernment shall agree on particular times when to fill thevacant HR posts so that gains of economies of scale arereaped; and(iv) The MoPS, in the case of vacancies at the CentralGovernment, shall call upon MDAs to declare availablevacancies for the action of the Service Commissions.(d)Deployment(i) Filling of posts in Ministries and Departments will be effectedthrough deployment or posting by the MoPS;(ii) In the case of Local Governments, the Responsible Officer willbe responsible for the posting to various departments orsections as the case may be;(iii) Directors, Commissioners and Assistant Commissionersshall be appointed as Director HR, Commissioner HR andAssistant Commissioner HR and shall be rotated in differentMinistries/Directorates/Departments/Divisions as part oftheir career development; andScheme of Service for Human Resource Cadre Page 5

(iv) Responsible Officers shall observe a five years’ rotationaldeployment to expose the officers to the HR functional areasand to prepare them to compete for higher posts.(e)TrainingThe MoPS shall be responsible for setting Standards regardingprofessional, career development and training of HR Officers. Itwill also be responsible for targeted career training for HROfficers in strategic areas.Responsible Officers shall continue to budget for the training ofstaff deployed in their MDAs and LGs in accordance with thePublic Service Training Policy and relevant guidelines.3.4 Existing HR GradingThe table below represents the existing grading of the HR cadre:-Existing Job TitleDirector, Human Resource ManagementDirector, Efficiency and Quality AssuranceDirector, Research and DevelopmentCommissioner, CompensationCommissioner, Human Resource DevelopmentCommissioner, Human Resource ManagementCommissioner, Selection Systems DevelopmentSalary ScaleU1SEU1SEScheme of Service for Human Resource Cadre Page 6

Commissioner, Public Service InspectionCommissioner, BoardsCommissioner, Personnel, Monitoring & Guidance.Assistant Commissioner, PersonnelAssistant Commissioner, ExaminationsAssistant Commissioner, Personnel (ExternalGuidance and Monitoring)Assistant Commissioner, Personnel (InternalGuidance and Monitoring)U1EPrincipal Personnel Officer/ Senior PrincipalAssistant Personnel OfficerSenior Personnel Officer/ Senior PrincipalPersonnel AssistantPersonnel Officer/ Principal Personnel AssistantSenior Personnel AssistantPersonnel AssistantU2U3U4U5U73.5 Revised HR Designations and Salary GradingThe revised designations for the Human Resource cadre are asfollows:Scheme of Service for Human Resource Cadre Page 7

Revised Job TitleSalary ScaleDirector, Human Resource ManagementCommissioner, Human Resource ManagementAssistant Commissioner, Human ResourceManagementPrincipal Human Resource OfficerSenior Human Resource OfficerHuman Resource OfficerUISEUISEUIEU2U3U43.6 Conversion to the Grading Structure(a) Serving Officers will adopt and convert as appropriate to theequivalent new designations provided in the Scheme of Servicethough they may not possess the requisite minimumqualifications and/or experience required for appointment to thegrades;(b) Where a post has been abolished, a serving officer shall beconsidered for appointment to a higher grade, provided he/shepossess minimum qualifications and/or experience required forthe grade. In case he/she does not possess minimumrequirements for the higher grade, he/she will be deployedelsewhere in the Service in a position at the same level for whichhe/she is qualified. In case this is not possible, he/she will begiven a grace period of three (3) years within which to acquirethe required qualifications for retention, failure of which he/sheScheme of Service for Human Resource Cadre Page 8

will be considered for retirement in accordance with the publicservice regulations; and(c) For advancement to the higher grades, officers must possess theprescribed minimum qualifications and /or experience requiredfor appointment to the grades.3.7 Recognized QualificationsThe following are the recognized qualifications for the purpose ofthis scheme:(a) Bachelors Degree in Human Resource Management;(b) Bachelors Degree in Arts, Social Sciences, BusinessAdministration, Commerce, Social Work and SocialAdministration, Development Studies, PublicAdministration, Business Management, with a bias in HRfield such as HRD or HRM or Organizational Developmentstudies;(c) Full Professional Qualification like Chartered Institute ofPersonnel and Development ( CIPD);(d) Post Graduate Diploma in Human Resource Management;and(e) Certificate in Human Resource Management as arequirement for confirmation.Scheme of Service for Human Resource Cadre Page 9

4.0 HR FUNCTION IN MINISTRIES, DEPARTMENTS AND LOCALGOVERNMENTSHR Officers deployed in MDAs and LGs shall be responsible formanagement of the entire HR function at the station of deployment inline with the MDAs Strategic Objectives.The HR function in MDAs and LGs shall comprise of:(a) Human Resource Planning;(b) Human Resource Management;(c) Performance Management;(d) Human Resource Development;(e) Staffing control;(f) Disciplinary matters;(g) Reward Management;(h) Administering fringe benefits;(i) Industrial relations;(j) Staff associations;(k) Staff welfare;(l) Pension Management;(m) Selections Systems Management and Development;(n) HR Information Management Systems;(o) Records and Information management;(p) HR Research and Innovation; and(q) HR technical guidance to line and staff management.Scheme of Service for Human Resource Cadre Page 10

5.0 JOB DESCRIPTIONS AND PERSON SPECIFICATIONS5.1 Director Human Resource ManagementJob Title:Grade:Directorate:Reports to :Director, Human Resource ManagementU1SEHuman Resource ManagementPermanent SecretaryDirectly Supervises: Commissioners for Human ResourceInteracts with:ManagementService CommissionsOther Directors of Human ResourceManagementPermanent Secretaries of MDAsChief Executives of Agencies and PrivateSector InstitutionsPolitical leadersChief Administrative Officers and TownClerksPurpose of the JobTo provide leadership, direct and coordinate the provision of therequired HR and general information needs of the Public Servicethrough effective management, planning, development andcompensation arrangements.Key Duties and ResponsibilitiesThis position is restricted to the Head of Human ResourceManagement Directorate. An Officer at this level will handle thefollowing duties:Scheme of Service for Human Resource Cadre Page 11

(a) To assist the Permanent Secretary responsible for the MoPS insupervising the formulation and review of HR policies,procedures and regulations for the public service;(b) To lead the development and maintenance of appropriateperformance management systems for the Public Service;(c) To coordinate the management of all pay reform initiatives;(d) To provide advice and interpretation of HR policies andstandards for the public in order to ensure that the MoPSachieves its mandate;(e) To oversee the preparation and monitoring of annual workplans and budgets for the HRM Directorate in line with MoPSobjectives;(f) To develop models of best practice with regard to the efficiencyand effectiveness of the line Directorates functioning;(g) To advise on collective bargaining and negotiation agreementswith trade Unions;(h) To oversee the maintenance of appropriate systems formeasuring performance within the line Directorate such asregular appraisal meetings with staff, monthly progress reportsand monitor, measure and report on departmental issues,opportunities, achievements and work plans within agreedformats and timeframes; and(i)To promote work and professional ethics by upholding andencouraging the highest standards of behavior (professionaland work ethics) to promote a good image for the publicservice.Scheme of Service for Human Resource Cadre Page 12

Key Result Areas(a) Consistency and uniformity across the public service whendealing with HR issues.(b) Policies have had a considerable effect/impact on improvingprofessionalism, working conditions, and service delivery.(c) Improved job satisfaction and improvement of the image ofpublic service.(d) Improved service delivery in HR directorate across the publicservice.(e) Reduction in litigation cases related to HR issues(f) Improved working conditions and relationships with externalstakeholder/clients.(g) Error margins in HR work has reduced to acceptable levelsbecause of technical guidance and support supervision.(h) Improved individual productivity and the HR directorate.(i) Heads of HR Management department do the work that isexpected of them in a professional manner; and this result is aconsequence of the Director HRM’s professionalism inmanaging performance through continuous supervision, andperiodic appraisals.(j) Programs of HR Directorate have been fully implemented andthose programs have realized their intentions.(k) Zero tolerance tone for unethical conduct has been set; HRpersonnel adequately appreciate and realize that unethicalconduct leads to adverse consequences.(l) HR professionalism upheld across the public service.Scheme of Service for Human Resource Cadre Page 13

Person/Job Specification(a)(i) An Honors Bachelors Degree in HRM; or(ii) An Honors Degree in Social Sciences or Arts or Commerceor Business Administration with a recognized bias inHR field such as HRD or HRM or OrganizationalDevelopment studies; plus(iii)A Masters degree in HR Studies or Social Sciences orBusiness Administration or Public Administration or relevantprofessional qualification like CIPD or any related field;(iv) A minimum of a Certificate Training in FinancialManagement is a requirement if not done at Postgraduatelevel; and(v) At least twelve years experience in HR practice, three of whichshould have been served at Commissioner Level or at a levelof head of department or equivalent level in a reputableorganization.Required Competencies(a)Leadership(i) Actively promotes and stands by decisions that benefit theorganization;(ii) Models leadership for others and takes ownership onimportant business and operational issues;(iii) Is willing to take risks and champion new innovativeapproaches and initiatives that can lead to success;Scheme of Service for Human Resource Cadre Page 14

(iv) Leads the change process and creates a sense of urgencyto achieve desired change;(v) Has genuine passion about the vision and successfullyinstills it in others to align the organization with thechanged vision;(vi) Is committed and champions the Leadership code; and(vii) Demonstrates leadership ability in developing, promotingand implementing effective organizational strategies,programmes and systems.(b)Team work(i) Ensures team members have a common understandingof knowledge and relevant information;(ii) Provides constructive criticism in case of any gaps;(iii) Instills team agenda before personal/individual interest;and(iv) Anticipates and resolves conflicting differences bypursuing mutually agreeable solutions.(c)Ethics and Integrity(i) Demonstrates ability to monitor and take correctiveaction to ensure adherence to organizational values,norms and principles;(ii) Openly and clearly expresses dissatisfaction whenorganizational values are being compromised, even atrisk of losing personal or career benefits;(iii) Is committed and champions the Leadership code; and(iv) Possesses high moral character and proven integrity.Scheme of Service for Human Resource Cadre Page 15

(d)Strategic thinking(i) Has the ability to align current action with strategic goals,objectives and priorities of the organization/government;Demonstrates ability to design and implement strategiesthat maximize employee potential and foster high ethicalstandards in meeting the Ministry’s vision, mission andgoals; and(ii) Has ability to identify how organizational policies,processes and procedures are likely to be affected byenvironmental changes.(e)Coaching and mentoring(i) Helps build self esteem, awareness and confidencethrough honest discussion of issues and discussions;(ii) Sets high expectations of performance and encourageswinning behavior;(iii) Has ability to effectively coach and developsubordinates; and(iv) Confronts negative thinking and behavior.(f)Negotiation and Mediation(i) Able to analyze different scenarios and identify the bestfallback position;(ii) Has clear understanding of the process and tactics ofmediation and facilitating negotiation;(iii) Able to realize any ulterior motives of the other party;(iv) Draws correct points of agreements and conclusions;Scheme of Service for Human Resource Cadre Page 16

(v) Is able to obtain a WIN-WIN position as an end result;and(vi) Is able to reach solutions to satisfy fundamentalobjectives.(g)Knowledge management(i) Constantly monitors both external and internal sourcesof knowledge;(ii) Seeks out opportunities to address complex and /orambiguous situations in which to apply currentknowledge as a means of updating and expandingexpertise;(iii) Seeks opportunities to expand boundaries of acceptedpractices and ways of doing things;(iv) Establishes systems for collecting, sharing andevaluating new information;(v) Has well developed Communication, Coordination,Organizational, Management, Leadership and Computerskills; and(vi) Has broad knowledge of current and emerging issues inHR work processes as well as demonstrated ability tospearhead the reengineering of business practices.(h)Change Management(i) Can build trust amongst members and ensures thatthey understand the purpose and direction of thechange;Scheme of Service for Human Resource Cadre Page 17

(ii) Reinforces the change message with own actions andattitude;(iii) Makes efforts to create and maintain commitment andenthusiasm towards changes;(iv) Creates opportunities for feedback on the changes;(v) Sets up a communication system that provides regularand sustained communication;(vi) Recognizes and rewards people/units within theorganization that are excelling in implementation of thechange; and(vii) Can sustain change, balancing people, financialresources, technology and processes.(i)Knowledge of Labour LawsShould possess knowledge of labour laws and relatedregulatory frameworks and be conversant with associatedprocedures, and processes.(j)Human Resource ManagementIs able to align HR needs to organizational business andnational plans.Scheme of Service for Human Resource Cadre Page 18

5.2 Commissioner Human Resource ManagementJob Title:Grade:Heads Dept:Reports to :Directly Supervises:Interacts with:Commissioner Human ResourceManagementU1SEAt MoPS or MDA of DeploymentDirector, Human Resource Management orSecretary of a relevant Service Commissionor Permanent Secretary if at Ministry orDepartment level.Assistant Commissioner, Human ResourceManagement.Service CommissionsDirectors of Human ResourceManagementPermanent Secretaries of Ministries andDepartmentsChief Executives of Agencies and PrivateSector InstitutionsPolitical leadersChief Administrative Officers and TownClerksHeads of HR in Local GovernmentsPurpose of the jobTo advise on implementation, review and interpretation of HR policies,strategies, guidelines, rules and regulations and to provide therequired guidance to effectively implement the policies in the MoPS, atany other MDA or LG of deployment.Scheme of Service for Human Resource Cadre Page 19

Job duties and ResponsibilitiesAn Officer at this level will be deployed to head a department in aMinistry. Specific duties and responsibilities will be as follows:(a) To participate in the initiation, development, implementationand review of comprehensive HR policies, plans, strategies andguidelines in the areas of planning, management, developmentand compensation of public officers;(b) To ensure that HR strategic policies are translated intooperational rules, procedures and standards, and that theseare appropriately communicated and implemented in the entirePublic Service;(c) To participate in the design of HR policies for the effectivemanagement and utilization of HR in the Public Service;(d) To analyze and advise on the utilization of the human resourcein a Ministry/Department;(e) To make proposals on human resource planning andsuccession management;(f) To analyze staff performance and career progression and makeappropriate recommendations;(g) To ensure correct interpretation and implementation of humanresource management policies, rules and regulations includingthose relating to pensions, salary administration, labour lawsand other statutes relating to human resource management;(h) To provide leadership in the effective implementation,monitoring, and evaluation of Human Resource policies andprogrammes;Scheme of Service for Human Resource Cadre Page 20

(i) To allocate duties, monitor and evaluate the performance, andcoach/develop staff within the department, to ensure theachievement of departmental objectives;(j) To ensure the preparation of departmental budgets andmanage the utilization of funds within the department; and(k) To conduct HR surveys and researches aimed at establishingperformance gaps and designing remedial policies, plans,programmes in liaison with the relevant stakeholders.Key Result Areas/Performance Indicators(a)(b)(c)(d)(e)(f)(g)(h)Policies have had a considerable effect/impact on improvingprofessionalism, working conditions, and service delivery.Strategies have been effective in achieving objectives.HR staff have been deployed and are effectively utilised in theMinistry and there is Improved Individual productivity andpersonal effectiveness.Quality reports that enable Senior management is able to makesound and informed decisions on recommendations onrecruitment of staff and staff promotions.Error margins in HR work has reduced to acceptable levelsbecause of technical guidance and support supervision andthere is increased job satisfaction.HR personnel have acquired hands on skills and experience,and it is evident that staff are receiving quality HR services.Critical and important items have been funded in departmentalbudgets.No budget overruns.Scheme of Service for Human Resource Cadre Page 21

(i)(j)(k)Quality survey reports enable Senior management to makeinformed decisions on remuneration of staff.Supervised staff respected by supervisors.Achievement of performance indicators by supervised staffPerson/Job Specifications(a) (i) An Honors Bachelors Degree in HRM; or(ii) Social Sciences or Arts or Commerce or BusinessAdministration with a recognized specialty in HR fieldsuch as HRD or HRM or Organizational Developmentstudies; plus(b)A Masters degree in HR Studies or Social Sciences orBusiness Administration or Public Administration or relevantprofessional qualification like CIPD or any related field;(c)A minimum of a Certificate Training in Financial Managementis a requirement if not done at Postgraduate level; and(d)At least nine years’ experience in an HR field, three of whichshould have been at the level of Assistant Commissioner orequivalent level in a reputable Institution.Scheme of Service for Human Resource Cadre Page 22

Required Competenciesa. Leadership and team work(i) Takes a stand on critical issues with honesty and integrity;(ii) Resolves Team conflict and tries to create an atmospherethat encourages collaboration towards achievement ofresults;(iii) Makes sure that the practical needs of the team are met byremoving roadblocks and/or obtaining the needed personnel,resources information among others;(iv) Publicly defines a specific area where change is needed;(v) Sets and articulates a clear direction for the team; and(vi) Inspires confidence in the team and enthusiasm as well ascommitment to attainment of the mission.b. Problem solving skills and decision makingTakes care of macro and long term consequences of decisions.c. Knowledge management(i) Constantly monitors both external and internal sources ofknowledge;(ii) Seeks out opportunities to address complex and /orambiguous situations in which to apply current knowledgeas a means of updating and expanding expertise;(iii) Seeks opportunities to expand boundaries of acceptedpractices and ways of doing things; and(iv) Establishes systems for collecting, sharing and evaluatingnew information.Scheme of Service for Human Resource Cadre Page 23

d. Policy Management(i) Is able to conduct research and analyze current policies forrelevance;(ii) Is able to Identify the most appropriate action;(iii) Designs policy in an acceptable format and standard;(iv) Promptly identifies deviations in policy implementation andmakes appropriate recommendations;(v) Offers technical guidance on policy implementation;(vi) Is able to recommend policy review in time; and(vii) Lobbies key stakeholders to support new policies.e. Financial Management(i) Is able to defend organizational/departmental budgetestimates;(ii) Is able to identify clear expenditure priorities and funding;(iii) Is able to monitor and evaluate budget performance andcause remedial action; and(iv) Is able to establish link between provision of financialresources and other resources.f. Change management(i) Is able to transform abstract ideas into real programs andprojects;(ii) Can create and support processes to support change; and(iii) Creates opportunities for feedback on changes.Scheme of Service for Human Resource Cadre Page 24

g. Negotiation and mediation(i) Able to analyze different scenarios and identify the bestfallback position;(ii) Has clear understanding of the process and tactics ofmediation and facilitating negotiation;(iii) Able to realize any ulterior motives of the other party;(iv) Draws correct points of agreements and conclusions;(v) Is able to obtain a WIN-WIN position as an end result; and(vi) Is able to reach solutions to satisfy fundamental objectives.h. Planning, Organizing and Coordinating(i) Demonstrates a strong understanding of the relationshipamong various components of programmes and organizesthem to use resources more effectively;(ii) Builds capacity through coaching and counseling; and(iii) Plans allocation of staff funds, tools and facilities.i. Human Resource ManagementHas the knowledge required in providing guidance to theorganization and stakeholders about HR policy matters.Scheme of Service for Human Resource Cadre Page 25

5.3 Assistant Commissioner Human Resources ManagementJob Title:Salary Scale:Reports to:Heads:Directly Supervises:Assistant Commissioner, Human ResourceManagementU1EResponsible Officer or Head of DepartmentHuman Resource functional area in an MDAor LG or Division at the Ministry of PublicServicePrincipal Human Resource Officer(s)Interacts with:Permanent Secretaries in some MinistriesDepartments;Heads of Department;Directors;HR Officers in-charge of MDAs and LGs.Purpose of the jobTo advise the MDA or LG on the implementation of HR Policies, theirstrategies, guidelines and regulations and provide the requiredguidance to effectively monitor, evaluate and recommend appropriatereviews to the established policies and regulations.Job duties and ResponsibilitiesAn Officer at this level will be deployed at the Division in aMinistry/Department. Specific duties and responsibilities will be asfollows:Scheme of Service for Human Resource Cadre Page 26

(a) To assist in the collection, collation, and analysis of humanresource management data from Ministries/Departments andLocal Governments and making appropriate recommendationsthereof;(b) To analyze human resource management issues emanatingfrom Ministries/Departments and initiating appropriate action;(c) To implement and monitor the effectiveness of human resourcemanagement policies, guidelines and procedures issued by theMinistry of Public Service from time to time and recommendingappropriate action, where necessary;(d) To analyze staffing levels and making proposals for successionplanning;(e) To analyze utilization of human resources in aMinistry/Department and advising on proper deployment;(f) To analyze staff progression and make proposals for careerdevelopment;(g) To ensure the correct interpretation and implementation of HRpolicies, strategies, guidelines, rules, regulations and proceduresin the Ministry/Department/ Local Government;Scheme of Service for Human Resource Cadre Page 27

(h) To interpret and advise clients (management, staff and thepublic) on HR policies, strategies, rules, regulations andprocedures;(i) To participate in the formulation and/or review of HR policies inthe Public Service; and(j) Supervise and appraise direct reports.Key Result Areas(a) Policies have had a considerable effect/impact on improvingprofessionalism, working conditions, and service delivery.(b) Quality reports enable senior management to make soundinformed decisions on policy review.(c)Quality reports enable senior management to make sound andinformed decisions on recommendations on recruitment of staffand staff promotions.(d) Increased individual productivity.(e)Able, willing and competent officers being promoted and takingon added responsibilities.Scheme of Service for Human Resource Cadre Page 28

(f)Technical guidance and support supervision has led toimproved client satisfaction and improved public service image.(g)HR staff have been deployed and are effectively utilised in theMinistry.(h) Supervised staff respected by supervisors.(i)Achievement of performance indicators by supervised staff.Person/Job Specifications(a) (i) An Honors Bachelors Degree in Human ResourceManagement; or(ii) Social Sciences or Arts or Commerce or BusinessAdministration with a recognized bias in HR field such asHRD or HRM or Organizational Development studies; plus(b) A post-graduate Diploma in Human Resource Management orMasters degree in Human Resource Studies or BusinessAdministration or Public Administration or any related field is arequirement;(c) Training in Financial Management is desirable; and(d) At least nine years experience in the field of Human ResourceManagement practice three of which should have been at theScheme of Service for Human Resource Cadre Page 29

level of Principal Personnel Officer or equivalent in a reputableinstitution.Required Competencies(a) Strategic thinking(i) Can forecast and integrate different views; and(ii) Has the ability to identify how organizational policies,processes and procedures are likely to be affected byenvironmental changes.(b) Concerns for quality and standardsRecommends and implements changes to procedures in orderto achieve performance monitoring and meet expectations.(c) (c) Ethics and IntegrityDoes not require external integrity to observe ethicalstandards but rather monitors own actions.(d) Team work(i) Ensures team members have a common understandingknowledge and relevant information; and(ii) Anticipates and resolves conflicting differences bypursuing mutually agreeable solutions.(e)Policy Management(i) Is able to conduct research and analyze current policiesfor relevance;Scheme of Service for Human Resource Cadre Page 30

(ii) Is able to Identify the most appropriate action;(iii) Designs policy in an acceptable format and standard;(iv) Promptly identifies deviations in policy implementationand makes appropriate recommendations;(v) Offers technical guidance on policy implementation; and(vi) Is able to recommend policy review in time.(f)Negotiation and mediation(i) Able to analyze different scenarios and identify the bestfallback position;(ii) Has clear understanding of the process and tactics ofmediation and facilitating negotiation;(iii) Able to realize any ulterior motives of the other party;(iv) Draws correct points of agreements and conclusions;(v) Is able to obtain a WIN-WIN position as an end result;and(vi) Is able to reach solutions to satisfy fundamentalobjectives.(g)Planning, organizing and coordinationDemonstrates an in depth understanding of linkages andrelationships between organizations, and takes timelyactions in facilitating groups and departments workingtogether.(h)Financial Management Skills(i)Is able to identify and lobby key stakeholders;Scheme of Service for Human Resource Cadre Page 31

(ii) Is able to fit the organizational/departmental budgetinto the macro economic framework;(iii) Is able to establish a link between provision of financialresources and other resources;(iv) Can forecast and integrate different views; and(v) Has the ability to identify how organizational policies,processes and procedures are likely to be affected byenvironmental changes.(i)Information Technology(i) Demonstrates advanced computer skills;(ii) Understands appropriate Management InformationSystems (MIS) in his/her field of operation;(iii) Is able to provide a clear documentation of operations ofthe MIS; and(iv) Is able to come up with options of changes to enhancethe efficiency of the Management Information System.(j)Managing employee performance(i) Sees the development of the potential of others as apersonal job performance goal;(ii) Is skilled at handling or defusing aggressive or nonproductivebehavior; and(iii) Does not avoid or delay discussions and feedback withemployees about below standard performance.Scheme of Service for Human Resource Cadre Page 32

(k)Coaching and Mentoring(i) Helps build self esteem, awareness and confidencethrough honest discussion of issues and discussions;(ii) Sets high expectations of performance and encourageswinning behavior; and(iii) Confronts negative thinking and behavior.(l)Human Resource ManagementHas the knowledge required providing guidance to theorganization and stakeholders about HR policy matters.Scheme of Service for Human Resource Cadre Page 33

5.4 Principal Human Resource OfficerJob Title:Salary Scale:Reports to:Heads:Directly Supervises:Interacts with:Principal Human Resource OfficerU2Assistant Commissioner Human ResourceManagement at Ministry/Department/LocalGovernment or Division at MoPS or Head ofDepartment at appropriate level.Human Resource functional area in an MDAor LG or Section at the Ministry of PublicserviceSenior Officer(s)Permanent Secretaries in some MinistriesDepartments;Heads of Department;Directors;Chief Administrative Officers/ TownClerksHR Officers in-charge of MDAs and LGs.Purpose of the jobTo coordinate the implementation and management of HumanResource function in the Ministry/Department/Agency/LocalGovernments.Job duties and Responsibilities(a) To ensure the implementation of existing HR policies,regulations and practices and monitor their implications in theirPublic Service Agency;Scheme of Service for Human Resource Cadre Page 34

(b) To coordinate the recruitment and selection process in theMinistry/Department/Local Government;(c) To coordinate the Performance Management function in theMinistry/Department/Local Government;(d) To coordinate Staff training and Development (Human ResourceDevelopment) programmes;(e) To coordinate salary and payroll management process;(f) To coordinate the implementation of Staff welfare and terminalbenefits programmes;(g) To coordinate the formulation and implementation HumanResource planning programmes;(h) To interpret, implement and propose the review of HumanResource policies, regulations and practices;(i) To receive and attend to matters pertaining to employeerelations, grievances and complaints;(j) To approve and make submissions on pensions, gratuity andother terminal benefits;(k) To provide guidance and counseling to staff on Human ResourceManagement issues;Scheme of Service for Human Resource Cadre Page 35

(l) To gather information on HR policies, rules, regulations fordissemination to management and staff;(m) To identify areas for policy review and intervention, and makeappropriate recommendations;(n) To conduct research on contemporary HR best practices andmake appropriate recommendations; and(o) Supervise and appraise direct reports.Key Result Areas /Performance Indicators(a)Policies have had a considerable effect/impact on improvingprofessionalism, working conditions, and service delivery.(b) Timely deployment of staff within theministry/department/local government.(c)Achievement of SMART objectives for all HR personnel.(d)Competent and skilled deployed as evidenced by the quality ofwork.(e)Accurate and timely HR submissions (salaries, pension,terminal benefits, gratuity).Scheme of Service for Human Resource Cadre Page 36

(f)No errors in submissions of the payroll.(g)Employee Satisfaction levels have improved because of theservice delivery of HR personnel.(h) Minimal grievances and complaints and improved jobsatisfaction levels.(j)Quality reports enable senior management to make soundinformed decisions on policy review.(i)Research has contributed to the body of knowledge, andresearch has led to innovations that are beneficial to the HRprofession.(j)Supervised staff respected by supervisors.(k)Achievement of performance indicators by supervised staff.Person/Job Specifications(a) (i) An Honors Bachelors Degree in Human ResourceManagement; or(ii) Social Sciences or Arts or Commerce or BusinessAdministration with a recognized bias in HR field such asHRD or HRM or Organizational Development studies; plusScheme of Service for Human Resource Cadre Page 37

(b) A post-graduate Diploma in Human Resource Management orMasters degree in Human Resource Studies or BusinessAdministration or Public Administration or any related field is arequirement;(c) Training in Financial Management is desirable; and(d)At least six years in the field of Human Resource Managementthree of which should have been at the level of Senior HumanResource Officer or equivalent in a reputable institution.Required Competencies(a) Public Relations and customer care(i) Counters misinformation and upholds the image of theorganization;(ii) Ensures that public processes are transparent and clearwhen dealing with controversial issues;(iii) Maintains clear communication with customer regardingmutual expectations;(iv) Monitors client satisfaction; and(v) Works with a long term perspective in addressing customer’sproblems. May trade off immediate costs for long termrelationships.Scheme of Service for Human Resource Cadre Page 38

(b)Ethics and integrity(i) Demonstrates ability to monitor and take corrective action toensure adherence to organizational values, norms andprinciples;(ii) Openly and clearly expresses dissatisfaction whenorganizational values are being compromised, even at riskof losing personal or career benefits; and(iii) Is committed and champions the Leadership code.(c)Concern for quality and standards(i) Sets up new procedures and establishes a system formeasuring and monitoring compliance; and(ii) Communicates and reinforces standards.(d)Results OrientationReady to seize new challenges and opportunities to set andachieve results.(e)Team Work(i) Keeps team members informed and updated;(ii) Shares experiences and knowledge with Team members;(iii) Promotes cooperation among team members; and(iv) Praises team members for achievement.(f)Time ManagementMaintains an organized work environment with easy access toaccept resources with minimum clutter.Scheme of Service for Human Resource Cadre Page 39

(g)Policy Management(i) Is able to conduct research and analyze current policies forrelevance;(ii) Is able to Identify the most appropriate action;(iii) Designs policy in an acceptable format and standard;(iv) Promptly identifies deviations in policy implementation andmakes appropriate recommendations;(v) Offers technical guidance on policy implementation;(vi) Is able to recommend policy review in time; and(vii) Looks for long term benefits to the customer.(h)Managing employee performance(i) Sees the development of the potential of others as apersonal job performance goal;(ii) Is skilled at handling or defusing aggressive or nonproductivebehavior; and(iii) Does not avoid or delay discussions and feedback withemployees about below standard performance.(i)Human Resource ManagementHas the knowledge required to provide guidance to theorganization; and stakeholders about HR policy matters.(j)Coaching and mentoring(i) Arranges increasingly complex leaning opportunities orexperiences for the purpose of fostering the learning in orderto make the individual independent; andScheme of Service for Human Resource Cadre Page 40

(ii) Seeks to develop expertise, skills or knowledge in theindividual being coached to the point that the coach is nolonger needed as a resource.(k)Records and information management(i) Applies the bring up system to avoid delays in dealing withother issues on the files;(ii) Is able to assess the security grading to the documentscreated or received by him/her; and(iii) Understands and applies registry and recordsmanagement procedures and standards.(l)Human Resource Management(i) Has analytical skills needed to make sound HR decisions;(ii) Is able to interview for suitability for recruitment andpromotion;(iii) Is able to assess staff performance;(iv) Can coach and mentor staff; and(v) Is able to delegate and supervise staff.Scheme of Service for Human Resource Cadre Page 41

5.5 Senior Human Resource OfficerJob Title:Salary Scale:Reports to:Heads:Directly Supervises:Interacts with:Senior Human Resource OfficerU3Principal Human Resource OfficerHuman Resource Officer(s)Senior Officer(s)Heads of Department DirectorsHR Officers in charge of MDAs and LGsPurpose of the JobTo implement, interpret and give technical guidance in regard toHuman Resource Policies and procedures in MDAs and LocalGovernments.Job duties and Responsibilities(a)(b)(c)(d)(e)(f)To manage performance and development of staff;To prepare draft submissions to Service commissions forappointments, confirmations, discipline and study leave forstaff;To verify payroll before payment of salaries;To organize and conduct training in Human resource functions;To implement decisions of Service Commissions;To advise staff on matters relating to their terms and conditionsof service;Scheme of Service for Human Resource Cadre Page 42

(g)(h)(i)To maintain up-to-date personnel data in the form of staff list,and other personnel tools such as leave roster, probationers’register and schedule of staff on training;To manage the pay roll of the entity and ensure that it is inharmony with the staff list and wage bill; andSupervise and appraise direct reports.Key Result Areas/Performance Indicators(a)Skilled and competent staff are more competent evidenced bythe quality of work.(b)Letters of appointment, confirmations, discipline and studyleave for staff done in accordance with agreed timelines.(c)Reduction in litigation of court cases.(d)Accurate payment of salaries.(e)No errors in payment of salaries.(f)Consistency in accordance with agreed timelines and standardsof decisions emanating from service commissions.(g)Increased awareness of terms of service and improved jobsatisfaction levels of staff.(h)Correct personnel data for ease of reference.Scheme of Service for Human Resource Cadre Page 43

(i)Consistent harmony between existing staff list and the currentpayroll.(j)Supervised staff respected by supervisors.(k)Achievement of performance indicators by supervised staff.Person/Job Specifications(a)(i) An Honors Bachelors Degree in HRM; or(ii) Social Sciences or Arts or Commerce or BusinessAdministration with a recognized bias in HR field such asHRD or HRM or Organizational Development studies; plus(b)A certificate in Human Resource Management from a recognizedInstitution;(c)A post-graduate qualification in Human Resource Managementor Public Administration from a recognized Institution is anadded advantage; and(d)Work experience of at least three years in Human ResourceManagement or a related field and must have been confirmed inappointment.Scheme of Service for Human Resource Cadre Page 44

Required Competencies(a)Team Work(i) Values other Team members and other ideas(ii) Shares experiences and knowledge with others(iii) Promotes cooperation among team members.(b)Public relations and customer care(i) Makes him/herself available when critically needed by thecustomer; and(ii) Is able to identify the customer’s real needs/issues beyondthose expressed initially.(c)Ethics and integrity(i) Does not require external monitoring to observe ethicalstandards but rather monitors own actions for consistencywith accepted values and standards; and(ii) Openly advocates for observance of ethical values andprinciples to others.(d)Policy management(i) Is able to conduct research and analyze current policies forrelevance;(ii) Is able to Identify the most appropriate action;(iii) Designs policy in an acceptable format and standard;(iv) Promptly identifies deviations in policy implementationand makes appropriate recommendations;(v) Offers technical guidance on policy implementation; andScheme of Service for Human Resource Cadre Page 45

(vi) Is able to recommend policy review in time.(e)Human resource managementHas the knowledge required to provide guidance to theorganization and stakeholders about HR policy matters.(f)Financial management(i) Understands the Government budgeting process;(ii) Is able to forecast and make budget provisions within time;and(iii) Has knowledge of and understands Government financialaccounting regulations/procedures /systems.(g)Human Resource Management(i) Has analytical skills needed to make sound HR decisions;(ii) Is able to interview for suitability for recruitment andpromotion;(iii) Is able to assess staff performance;(iv) Can coach and mentor staff; and(v) Is able to delegate and supervise staff.Scheme of Service for Human Resource Cadre Page 46

5.6 Human Resource OfficerJob Title:Human Resource OfficerSalary Scale:Reports to:Directly Supervises:Interacts with:U4Senior Human Resource OfficerSupport StaffHeads of DepartmentDirectorsHR Officers in charge of MDAs and LGsPurpose of the JobAssists the supervisor at Ministry/Department/LG in implementationof HR Policies, strategies and regulations and provide the requiredguidance to effectively monitor, evaluate and recommend appropriatereviews where necessary.Job duties and Responsibilities(a)(b)(c)(d)(e)(f)(g)(h)(i)To implement MoPS & PSC guidelines/regulations/policies;To conduct Training Needs Assessment for staff;To compile data on manpower gaps;To implement staff welfare programs;To compile payroll management data;To maintain and update HR management information;To prepare submissions for pensions and gratuity;To implement performance management plans and activities;andTo supervise and appraise junior staff within the HRMDivision/Section/Unit.Scheme of Service for Human Resource Cadre Page 47

Key Result Areas(a)(b)(c)(d)(e)(f)(g)(h)(i)(j)(k)Consistency and uniformity in the management of policies,guidelines across the public service.Skilled and competent staff as evidenced by the quality of work.Accurate analysis of existing positions against approvedpositions in the public service.Quality reports that enable management make sound andinformed decisions on recruitment of staff.Improved job satisfaction levels.Accurate payroll data and no errors in payroll data.HR information maintained and updated for ease of referencefor various roasters e.g. staff list, leave , training and theseniority lists.Quality reports on submission for pension and gratuity forSenior HR Officer to make sound informed decisions.Achievement of performance objectives by staff and improvedindividual performance.Supervised staff respected by supervisors.Achievement of performance indicators by supervised staff.Person /Job Specifications(a) (i) An Honors Bachelors Degree in HRM; or(ii) Social Sciences or Arts or Commerce or BusinessAdministration with a recognized bias in HR field such asHRD or HRM or Organizational Development studies.(b) No work experience in the HRM field is required, but may countas an added advantage.Scheme of Service for Human Resource Cadre Page 48

Required Competencies(a) Results – orientation(i) Aware of the mission, goals, strategic objectives and keyoutputs of the organization and own department;(ii) Able to link the objectives and outputs of the department tohis/her own job;(iii) Able to prioritize work and makes decisions that are alignedwith established objectives; and(iv) Strives to improve results.(b)Ethics and integrity(i) Demonstrates ability to monitor and take corrective action toensure adherence to organizational values, norms andprinciples;(ii) Openly and clearly expresses dissatisfaction whenorganizational values are being compromised, even at risk oflosing personal or career benefits; and(iii) Is committed and champions the Leadership code(c)Assertiveness and self confidence(i) Firm, relaxed in his/her actions;(ii) Willing to take on new and challenging assignments; and(iii) Defends his/her stand clearly when challenged while at thesame time admitting mistakes.(d)Policy Management(i) Understands the policy making process; andScheme of Service for Human Resource Cadre Page 49

(ii) Is able to implement government policy.(e)Human Resource Management(i) Has basic understanding of Human Resource (HR) policies,procedures and practices; and(ii) Understands and is able to interpret provisions of theUganda Government Standing Orders, Circular StandingInstructions, Establishment Notices and other rules andregulations governing the service.(l)Records and Information Management(i) Collects, creates and receives records;(ii) Arranges information according to classification scheme;(iii) Identifies, retrieves, circulates and monitors records;(iv) Provides access to records/information;(v) Respects and maintains the nature of records andinformation entrusted to him/her;(vi) Recognizes and understands the differences betweenvarious types of records and the way they are created;(vii) Ensures the security of records entrusted to him/her;(viii) Understands the use of black and red minutes;(ix) Understands the color coding of official files;(x) Is able to use the transit ladder on the files forcommunication purposes; and(xi) Understands the role of registries.Scheme of Service for Human Resource Cadre Page 50