2 Fresher Programme Human Resource & Administration Officer NGO Jobs – SOS Children’s Villages

Organization: SOS
Children’s Villages
Reports to: Programme
Directors
Duty Station: Entebbe,
Uganda
About US:
SOS Children’s
Villages Uganda is an indigenous non-government, social development
organisation affiliated to SOS Children’s Villages International, a worldwide
child care organisation, currently running Children’s Villages and other
projects in 135 countries around the world. SOS has been working in Uganda
since 1991, and runs Children’s Villages and other projects at Kakiri, Entebbe
(Abaita Ababiri), Gulu and in Fort Portal – Kabarole district.
Job Summary:   The Programme Human Resource &
Administration Officers is responsible for the efficient and satisfactory
provision of human resource and administrative services in the Programme
Location. The job holder performs and coordinates and processes all activities
related to the human resources and the day to day administration of all
Location activities. The job holder supports the Programme Director in all
routine areas of their office work, motivation of staff, embedding organisation
values, facilitating capacity building and development and ensures that the SOS
policies, procedures and systems are effectively implemented at the Location.
The jobholder also administers and provides support on general services
including transport, procurement of goods and services, maintenance of
properties, security services. The position requires a high degree of
confidentiality in dealing with staff matters as well as handling information
on children, patients and beneficiaries.
Key Duties and Responsibilities: 
General Services,
Logistics, Procurement and Administration
  • Coordinates all project activities ensuring that all project
    activities are carried out and properly supported.
  • Ensures that procurement procedures are adhered to.
  • A member of the Location Management Committee
  • Member of the Location Procurement Committee.
  • Fleet management – coordinate tool vehicles for to ensure efficient
    and responsible use, allocation of vehicles, log sheet recording, fuel
    management, insurance, health and safety management, vehicle repairs and
    maintenance and regular inspection.
  • Coordinates and ensures proper recording, use and timely maintenance
    of facilities, buildings, furniture and equipment in accordance with
    policies and procedures.
  • Organises and coordinates the efficient provision of office
    services, transport, maintenance and other general services to programme
    units and staff.
  • Handles routine correspondence.
  • Maintains a good and well organized office environment ensuring
    cleanliness and
  • Ensures that the compound is clean, trimmed and well-kept.
  • Monitors the maintenance work schedule of the Maintenance Technician
    ensuring that project facilities, buildings, equipment and properties are
    well maintained. 
  • Maintains an up to date inventory of office equipment, furniture,
    family household items, Guest House items, vehicles and other facility
    assets.
  • Organises special functions at the Location.
Financial
Management
  • Participates in the preparation of annual budgets for different
    project activities.
  • Plans and prepares budget for office requirements, administrative
    and facility maintenance.
  • Draws plans for project activities and ensures that they are
    implemented as planned.
  • Follows financial policies, procedures and regulations with regard
    to administrative financial transactions.
  • Responsible for management of the Administration store, maintaining
    an up to date inventory and issuing of the items.
  • Manages the Guest House
  • Monitors expenditures of project activities and ensures that it is
    run as economically as possible, in accordance with provisions of the
    annual budget.
  • Maintains a donation register and ensures that all donations are
    properly stored, sold out or distributed using the recommended guidelines.
  • Prepares petty cash payments, vouchers and monthly cash books
  • Acts as a “bank” to SOS families for both household funds and
    child sponsorship funds. This means regularly paying out household
    allowances, sponsor money gifts and any other project funds entrusted to
    him/her & keeping their balances.
Human Resource
Management
  • Leads preparation and development of the HR plan for the Location
    and oversees its implementation.
  • Processes, facilitates and implements decisions for promotion,
    transfer, termination and other related staff decisions
  • Prepares and circulates vacancy announcements, prepares candidate
    profiles and participates in the interview and selection of candidates for
    the location.
  • Prepares and oversees the implementation of implementing orientation
    programmes for all new staff and familiarizes them with their job
    description, condition of service.
  • Maintains comprehensive updated confidential personnel files in
    respect of each individual staff.
  • Prepares and supervises staff leave schedules on a monthly basis for
    key staff such as SOS Mothers and Aunts, and support staff. He/she also
    ensures that correct leave procedures are followed.
  • Coordinates payment of all authorized education, medical bills and
    other staff benefits as may be approved.
  • Exercises good time management skills by maintaining an up to date
    arrival schedule for all projects.
  • Coordinates the placement of interns and volunteers and administers
    their related issues in accordance with the Volunteer Management
    guidelines.
  • Provides HR statistical information
  • Ensures that exit procedures are properly followed.
Employee Relations
  • Monitors and manages co-worker relation issues.
  • Maintains confidential records related to grievances and complaints
    and coordinates their resolution.
  • Ensures transparent, fair and consistent application of disciplinary
    measures.
  • Provides information, interpretation and advice on the HR Policy,
    Employment Act and other regulations to the Location management and staff.
  • Provides advice on interpretation of the Employee Handbook, Code of
    Conduct, Child Protection Policy and other rules and regulations and
    informs staff of their rights and responsibilities.
  • Provides advice on health, safety and security issues.
Performance
Management
  • Facilitates the implementation of the Performance Management System.
  • Makes follow up on timely staff performance appraisals / reviews at
    the Location.
  • Supports supervisors to determine training needs of their team and
    assists in determining the appropriate staff development plan.
  • Coordinates with the HRM regarding training and capacity development
    programmes.
  • Develops the Location annual training plan
  • Evaluates the impact and effectiveness of staff development
    programmes.



Qualifications, Skills and Experience: 
  • The applicant must hold a BA Degree in Human Resource Management,
    Administration, Management or other related discipline
  • Two years’ experience in HR Management
  • Proven ability to deal with confidential matters and with
    discretion.
  • Self-motivated and highly organised, detail oriented, accurate,
    thorough, and able to monitor work for quality.
  • Must be organized and able to multi-task and keep calm under
    pressure.
  • Must be adept at problem-solving, including being able to identify
    issues and resolve programs in a timely manner
  • Must possess strong interpersonal skills, demonstrating
    professionalism in all dealings with staff.
  • Must have excellent communication skills both written and verbal.
  • Must be able to effectively read and interpret information, present
    numerical data in a resourceful manner, and skilfully gather and analyse
    information
  • Must be able to prioritize and plan work activities as to use time
    efficiently
  • Ability to manage assigned tasks in an assertive, efficient and
    timely manner
  • Must be dependable, able to follow instructions, respond to
    Management direction, and must be able to improve performance through
    Management feedback
  • A self-starter, able to demonstrate high levels of initiative and
    motivation, but also work closely with other team members, displaying
    trust and loyalty.
How to Apply:
All candidates
should submit their applications, updated CVs and academic documents to the
address below:
HR &
Administration Manager
SOS Children’s
Village Uganda
Email to: nationaloffice@sosuganda.org
Deadline: 26th July 2019 by 2:00pm
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