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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, 2^nd September 2019 by
5:00PM.

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