Human Resources and Logistics Assistant NGO Jobs – Water For People

Job
Title:           
  Human
Resources and Logistics Assistant
Organization: Water
For People
Duty Station: Kampala,
Uganda
Reports to:
Finance and Administration Manager
About US:
Water For People is
an international non-governmental organization (NGO) that works with people and
partners to develop innovative and long-lasting solutions to the water, sanitation,
and hygiene problems in the developing countries. Water for People seeks to see
communities break free from the cycle of poverty and spend time growing,
learning, and thriving, instead of walking for water and fighting off illness.
Job Summary:  The Human Resources and Logistics Assistant is
responsible for Human Resources administration, logistics, and procurement to
facilitate organizational effectiveness and efficiency. This position also
interacts globally with other Water For People staff based in other parts of
the organization. We are proud of the diversity in our workforce, and our Human
Resources and Logistics Assistant is tasked with ensuring that our company
culture welcomes a diverse population and supports each person in achieving career
goals within the organization.
Key Duties and Responsibilities: 
Human Resource
Management
  • Work with the Finance and Administration Manager and the Country
    Director to contribute to Human Resource Management including recruitment,
    induction, the planning and facilitation of training and development,
    drafting job descriptions, informing new employees about conditions of
    employment, managing performance management process, staff compensation
    management, staff offboarding, etc. Manage HR record keeping.
  • Maintain a safe and secure work environment.
  • Develop personal growth opportunities for employees.
  • Support the Finance and Administration Manager and the Country
    Director to effectively collaborate with the U.S. based Human Resources
    team to administer Global Recognition Program, Annual Performance Review
    Process, and implement global Human Resources initiatives.
  • Serve as point of contact for Safety & Security within Uganda
    Country Program Ensure global policies and standards for organizational
    security and safety are enforced and integrated into business operations,
    including direct accountability to duty of care for all staff working and
    visiting countries without operational presence in the region. Ensure
    legal compliance by monitoring and implementing applicable human resources
    state requirements, conducting investigations when required, maintaining
    records and representing the organization at hearings.
  • Prepare payroll and ensure that payroll deductions are paid
    correctly.
  • Maintain management guidelines by updating existing human resources
    policies and procedures, or suggesting new policies where appropriate.
  • Maintain historical human resources records.
  • Manage employment agreements and ensure that these agreements are
    renewed in due course.
  • Manage employee recognition in accordance with global policies.
Procurement
  • Operationalize procurement functions at the Country Office under the
    supervision of the Finance and Administration Manager and in consultation
    with the Country Director including a procurement tracking system.
  • Coordinate and facilitate procurement planning, including
    preparation procurement plans. This work includes providing support to the
    Program staff is a preparation of projects procurement pars.
  • Prepare inputs to standard bidding documents for project activities.
  • Prepare inputs as needed by Water For People for the recruitment of
    consultants (firms and individuals), procurement of other services (e.g.,
    training and workshops and the procurement of goods and small works.
  • Procure goods and services through the Country Office in accordance
    within established procedure ensuring implementation of individual
    procurements at each stage of the process for my advertising to contract
    award.
  • Prepare, evaluate and collate short list of suppliers based on firm
    capabilities.
  • Monitor procurement tough regular updates of the procurement plans.
  • Prepare inputs to quarterly procurement progress reports.
  • Maintain working fires and records; prepared correspondence related
    procurement activities: seek legal advice where appropriate; prepare
    procurement progress reports.
  • Prepare contracts for review for the Country Director’s
    authorization.
  • Check suppliers’ consultants’ invoices, delivery notes and any other
    relevant documents, verifies them and submits them for payment.
  • Maintain current market knowledge by evaluation of technical data,
    price and payment terms, visits and phone/ e-mail interviews and contacts.
Logistics and
General Administration
  • Relieve management of administrative detail, provide logistical
    support to al programs, meetings etc.
  • Establish policies, procedures, and work schedules for all support
    staff.
  • Contribute to team effort by accomplishing related results as
    needed.
  • Ensure regular staff meetings and reflections including management
    of staff minutes.
  • General Administration of local contracts drafting of contracts/
    agreements.
  • Complete filing and safe custody of the contracts.
  • Be accountable for and manage the staff/service providers delivering
    the following functions:
    • The reception & front of house functions e.g. first point of
      contact services
    • Office supplies by identifying needs for reception, stationery,
      switchboard, mails, and kitchen.
    • The physical infrastructure for the operations e.g. premises,
      equipment and
  • The vehicle administrative functions e.g. records management for the
    vehicles
  • Provide administrative and logistical support to Water For People
    staff based in Uganda, other countries and in the Field Offices.
  • Ensure that international employees posted in the country acquire
    legal instruments Work Permits, Resident Permits, Visa) to enable them to
    perform their duties uninterrupted.
  • Manage security and internal controls for the department. The Human
    Resources and Logistics Assistant will guard all company records and
    software from authorized people by employing appropriate control.
  • Manage Maintenance and repairs works of the office facilities. Serve
    as point of contact for IT and ensure implementation of the IT policy in
    country.
  • Arrange for routine equipment servicing or repairs when necessary
    and manage replacement plans.
  • Maintain an updated organization asset registry.
  • Create/manage a centralized filing system for all administrative
    letters, correspondences, and contracts including an updated file index
    fist.
  • Promote efficiency in the acquisition and use of office resources.
  • Ensure that drivers and office assistants and all other direct
    reports receive proper Supervision, including coaching/mentoring, capacity
    building.
  • Transport management and delivery of all materials required in EF or
    other districts of operation.
    • Ensure that all organizational vehicles are in excellent and road
      worthy condition insurance, tax, repair and maintenance, etc.)
    • Manage vehicle log books (ensuring that each vehicle has a log
      book, drivers fill the log book at the end of each trip, checking
      accuracy of the log books, etc.)
    • Fuel management (including periodic analysis of fuel consumption
      for each vehicle to determine efficiency and perhaps abuse)
    • Line management of drivers



Qualifications, Skills and Experience: 
  • The applicant must hold a relevant degree in Human Resources /
    Organizational Development or Business Administration (Administration)
  • Five years of related work experience in Human resources and at
    least three years in Administration preferably for a non-profit or
    international NGO
  • Good organizational skills 
    and neatness
  • Exceptional writing, presentation and reporting skills
  • Fluency in spoken and written English
  • Computer literacy skills i.e. proficiency in all Microsoft and
    Windows-based applications including Excel, Word and the entire office
    applications
  • Comfortable in using the Internet and Email systems
  • Willingness to engage equally on well in both requirements of the
    job irrespective of emphasis on previous training and experience



Competencies:
  • Connects to the Mission – Embraces the mission of Water For People and is passionate about
    advancing the dynamic role it plays leading social impact in international
    development.
  • Demonstrates Ethics and Integrity – Understands ethical behavior and business practices, and ensures
    that own behavior is consistent with these standards and aligns  with the values of the organization.
  • Manages through Ambiguity – Demonstrates flexibility and adaptability in responding to change
    and ambiguity.
  • Demonstrates Cultural Awareness – Able to engage the wide range of stakeholders from a variety of
    backgrounds and cultures.
  • Action-oriented
    Maintains an attitude of open, curious and proactive learning, continually
    expanding own area of understanding and expertise.
  • Connects with Others – Listens and fosters open communication through questioning,
    dialogue, and information sharing.
  • Self-confident
    Demonstrates humility, mature confidence and courage to innovate, and lead
    in own role.
How to Apply:
All candidates
should send their updated CVs, cover letters and academic documents as a one
PDF attachment to UGАRecruit@waterforpeople.org 
Deadline: Monday, 2nd September 2019 by
5:00PM.
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