Job
Title: People/Operations Manager
Title: People/Operations Manager
Organization: VSO
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
About
VSO:
VSO:
VSO is a development
organisation that has been working through volunteers to fight poverty for more
than 50 years. We are the leading organisation in the field, working in 34
countries.
Our Ugandan country office is rapidly expanding, with new donors, new partners
and new regions (e.g. Karamoja), enabling us to reach more primary actors. Our
country strategy focuses on three key sectors: primary education, primary
healthcare and livelihoods.
organisation that has been working through volunteers to fight poverty for more
than 50 years. We are the leading organisation in the field, working in 34
countries.
Our Ugandan country office is rapidly expanding, with new donors, new partners
and new regions (e.g. Karamoja), enabling us to reach more primary actors. Our
country strategy focuses on three key sectors: primary education, primary
healthcare and livelihoods.
Job
Summary: The Job holder
will manage the Country Office (CO) people function which includes employees
and volunteers, ensuring good people management practice, an efficient customer
care service and adherence to global and local policies and procedures. As part
of the Global People Group, matrix report to the Regional People Manager to
implement the people plan to deliver high performance, change and
transformation. He / she also manage the Country Office support operations in
line with Country Office strategy.
Summary: The Job holder
will manage the Country Office (CO) people function which includes employees
and volunteers, ensuring good people management practice, an efficient customer
care service and adherence to global and local policies and procedures. As part
of the Global People Group, matrix report to the Regional People Manager to
implement the people plan to deliver high performance, change and
transformation. He / she also manage the Country Office support operations in
line with Country Office strategy.
Key
Duties and Responsibilities:
Duties and Responsibilities:
Country and People
Strategy:
Strategy:
- Contribute
to the development of the Country Strategic Plan. - Work
closely and collaboratively as a member of the Country Office management
team to lead delivery of objectives.
- Represent
VSO at internal and external events and meetings as appropriate. - Through
the Regional People Manager, contribute to the development and
implementation of a global BP strategy, working in partnership with the
Country Director to understand country priorities.
Volunteer Management and
Support:
Support:
- Ensure
all volunteers receive efficient ‘customer care’ throughout placements,
ensuring global processes and policies are followed and any local
adjustments are identified, updated and monitored. - Oversee
medical management of volunteers as per the global process. - Lead
in the management of serious volunteer issues, through to status
review. - Respond
pro-actively to volunteer support matters, develop and maintain systems to
support dialogue, understanding and joint working between volunteers and
the CO, to facilitate a ‘one team’ approach. - Ensure
volunteer registration is conducted in accordance with legal requirements,
including visas, work permits and police clearance. - Offer
senior-level support to the administrative team dealing with related
processes, including representation at local government level. - Ensure
volunteers are briefed on CO Procedures and take the lead for development
of the Volunteer Committee.
People Management and
Leadership:
Leadership:
- Effectively
develop and manage a team in the CO.
Ensure they perform to a high standard in line with global
processes. - Working
with the CD and the Regional People Manager, promote a culture of high
performance, creativity, ambition, customer service, positive
communication and teamwork within the CO and ensure team ways of working
and behaviours are in line with VSO values, policies and legal
compliance. - Facilitate
the performance management process across the CO under VSO’s performance
management principles and support systems and tools.
Recruitment and Selection:
- Work
with the CD to develop a proactive resourcing plan for employee and
volunteer vacancies, ensuring it attracts high caliber candidates. - Ensure
that global processes are following for resourcing, induction and
succession planning. - Liaise
with the Volunteer Field Officer and support PMs and partners with the
development of effective placement documentation and coach and advise on
all aspects of resourcing where required.
Learning and Development:
- Ensure
all new employees engage with induction programmes fully during probation
periods. - Work
with Regional People Manager and CD to develop annual calendar of events,
manage links to global training solutions and programmes. - Conduct
workshops and training sessions as required. - Manage
the in country training for volunteers, working closely with Programme
Managers (PMs) and the Regional Training and Assessment Officer.
Change management and
engagement:
engagement:
- Offer
support culture change and ensure employees and volunteers are actively
engaged in key issues affecting their work and VSO in general. - Work
with the CD and senior management to imbed change.
Systems and Management
Information:
Information:
- Work
with the transaction centre to ensure people data administration (for
employees and volunteers) is undertaken to enable accurate and up to date
records. - Produce
regular people statistics on global processes to feed into Regional
monitoring and analysis. - Ensure
employee files are kept in accordance with.
Employee Relations:
- Linking
in with the transaction centre team, interpret and advise on employee
policies, customise to local requirements and disseminate to all
employees. - Stay
abreast of all employee legal requirements in country. - Advise
and support on any disciplinary or grievance issues, coaching line
management. - Ensure
employee needs for wellness and safety are met.
Pay and Benefits:
- Working
with CD and Regional People Manager ensure that the CO is well placed in
the market and capable of retaining its core employee complement. - Establish
and administer appropriate pay and benefit structures in line with
approved VSO benefits and compensation policy. - Monitor
all employee and volunteer entitlements to ensure accuracy and cost
effectiveness.
Governance and Compliance:
- Ensure
requirements for CO registration are met and up to date. - Ensure
employees comply with internationally applicable legal requirements. - Develop
relationships with government departments and ensure all employment and
immigration requirements are adhered to.
Programming Support:
- Work
closely with PMs to ensure programme work administrative support is
carried out satisfactorily. - Participate
actively in programme development through joint visits to partners with
PMs.
Administration/Logistics:
- Establish
and maintain Country Office administrative and logistical systems and
procedures (including Information Technology). - Ensure
Country Office resources and assets are deployed efficiently and
effectively; contracts with service providers (e.g., Information
Technology, travel, housing, logistics) and deliver value-for-money; and
VSO’s assets are safeguarded at all times. - Advise
Country Office team on the use of resources to minimize waste, be
environmentally friendly and cost effective. - Keep
Manual of Country Office procedures up to date and communicate changes to
all employees. - Ensure
systems are in place to safeguard VSO’s assets, including negotiating fair
terms for VSO contracts on rents, purchases and maintenance of premises and
other VSO property to VSO audit standards. - Manage
development of appropriate Country Office logistics and purchasing
procedures and ensure effective and consistent application by employees
(including vehicle purchasing, operating, maintenance and replacement
policy). - Co-ordinate
and implement effective Information Technology administration. - Put
systems in place to provide adequate Country Office Health & Safety
standards. - Set
up systems to monitor, evaluate and report on the status of procurement, procedures,
budget expenditure and volunteer issues.
Financial Management:
- Compile
and manage a support team budget according to VSO guidelines. - In
liaison with the Finance Manager, monitor and advise programme managers on
timely delivery of budgets and related financial requirements. - Other
– Fulfill other appropriate level accountabilities as defined by the
Country Director from time to time.
Qualifications,
Skills and Experience:
Skills and Experience:
Human Resources: Experienced Human Resources professional
with demonstrable experience at management level.
with demonstrable experience at management level.
- Ability
to advise, coach and influence others in people management matters. - Knowledge
of Country employment and immigration laws. - Experience
of delivering and analysing high quality management information. - Experience
of using Human Resources information systems and running a range of
reports. - Good
understanding and commitment to data protection and equality and diversity
issues. - Experience
of developing and delivering learning and development initiatives. - Experience
of working with different cultures and backgrounds.
People Management: Substantial people management within a
complex organisation.
complex organisation.
- Ability
to lead, develop, motivate, coach and support a high performing team. - Ability
to lead and take difficult decisions. - Demonstrable
commitment to delivering excellent customer service.
Communication Skills: Excellent written and spoken English.
- Ability
to negotiate and maintain relations with government offices. - Excellent
interpersonal skills, able to influence and coach and ability to build
partnerships and relationships in a multi-cultural environment. - Experience
of cross-cultural working and an understanding of issues of diversity.
Work Management and Problem
Solving:
self-organised with ability to manage time and tight schedules, working
effectively under pressure
Solving:
self-organised with ability to manage time and tight schedules, working
effectively under pressure
- Ability
to work on own initiative, with a creative approach to problem solving. - Strong
level of attention to detail.
International Development: Good understanding of the role of
international development, more specifically volunteering in Country.
international development, more specifically volunteering in Country.
Financial Management:
- Strong
financial management skills (including ability to understand and work with
restricted and unrestricted funds concepts, and project funding issues); - Good
understanding of financial management policy and excellent budget
monitoring and management skills.
Information Technology: Good level of computer skills (Windows,
Excel, Power Point, Word, Outlook, Internet).
Excel, Power Point, Word, Outlook, Internet).
Flexibility to adapt to new
situations, with a positive attitude to working in an international
organisation.
situations, with a positive attitude to working in an international
organisation.
Ability to travel
occasionally and spend time away from base and home.
occasionally and spend time away from base and home.
Commitment to VSO’s values
Experience working with
international Non-Government Organisations and with Government Officials.
international Non-Government Organisations and with Government Officials.
Experience of working with
volunteers.
volunteers.
Offer a good driving
license.
license.
Project management
experience.
experience.
How
to Apply:
to Apply:
All applications should please
send an updated CV and cover letter to [email protected]
. Please quote the job title in the subject line. The cover letter should
detail the reasons you believe you are suitable for the role and outline your
current salary, benefits package and your salary expectations. Please include
telephone and email contact and details of two referees (one of whom should be
your current or most recent employer). All CVs sent without the cover letter
will not be considered. VSO is an equal opportunities employer and welcomes
applicants from all backgrounds. Due to anticipated interest in this post, only
short-listed candidates will receive a response.
send an updated CV and cover letter to [email protected]
. Please quote the job title in the subject line. The cover letter should
detail the reasons you believe you are suitable for the role and outline your
current salary, benefits package and your salary expectations. Please include
telephone and email contact and details of two referees (one of whom should be
your current or most recent employer). All CVs sent without the cover letter
will not be considered. VSO is an equal opportunities employer and welcomes
applicants from all backgrounds. Due to anticipated interest in this post, only
short-listed candidates will receive a response.
Deadline: 15th October 2013
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