Human Resource and Administration Manager USAID Project Non-profit Careers – Johns Hopkins Center for Communication Programs (CCP)

Organization: Johns
Hopkins Center for Communication Programs (CCP)
Duty Station: Kampala,
Uganda
Reports to: Finance
and Administration Director
About US:
We are hiring! Johns
Hopkins Center for Communication Programs (CCP) is currently recruiting for a
Human Resource and Administration Manager for an upcoming five year
USAID-funded Social and Behavior Change (SBC) project in Uganda.
At CCP, we believe
in the power of communication to save lives, by empowering people to adopt
healthy behaviors for themselves, their families and their communities.
Good health is
critical not only to an individual’s well-being, but also to community and
national development, impacting educational and economic success. With projects
in more than 40 countries across Africa, Asia and Latin America along with work
in our hometown of Baltimore, CCP’s portfolio spans the globe.
Job Summary: The
Human Resource and Administration Manager will oversee all administrative and
human resource activities of a five-year USAID-funded project in Uganda,
pending funding confirmation. This position will support the Finance and
Administration Director. She/he will ensure the efficient and effective
operation of the Administration department and HR functions including
sufficient staffing levels and coverage. The HR and Admin Manager will manage
security and will work to ensure office safety – both for the staff and the HR
systems. The HR and Admin Manager will work with the appropriate team members,
liaising with HQ HR and support team as needed, to recruit, hire, and
orientation all staff, maintaining compliance with local labor law. She/he will
ensure confidentiality is maintained and staff have a safe space to work.
Travel within Uganda may be required.
Key Duties and Responsibilities:
Administration
·       
Ensure
the efficient and effective operation of the Administration department and HR
functions including sufficient staffing levels and coverage.
·       
Draft
SOWs to prequalify vendors annually that provide routine and general
contractual services or goods e.g. stationary, hotels, venue spaces, catering,
vehicle maintenance, equipment maintenance, printing/photocopying, etc.
·       
Manage
security company, ensuring safety and security protocols are implemented as per
contract.
·       
Communicate
to and ensure adherence by staff of security and safety protocols for the
office.
·       
Be the
main contact person for the security company, which requires being on-call
24/7.
·       
Verify
accuracy of invoices and deliverables before and forward them for payment
processing.
·       
Establish
and maintain the key and access management system to safeguard office spaces
and assets.
·       
Receive
vendor and consultant invoices, review for accuracy against contract or order
payment terms and deliverables.
·       
Investigate
accidents and prepares reports for insurance carrier.
Human resources
·       
Coordinate
the clearing and forwarding of goods for office and expatriates and TCNs.
·       
Make
arrangements and liaise with appropriate host government ministries to obtain
work permits for all expatriates and TCNs.
·       
Finalize
job descriptions, advertise positions, short-list applicants, check references,
and organize interviews.
·       
Assist
in recruitment process of new staff, liaise with recruiting firms, and arrange
interviews.
·       
Coordinate
initial orientation with department leads.
·       
Orient
all staff on office policies and procedures, HR manual, the organizational code
of conduct, ethics policies and procedures, benefits and compensation packages.
·       
Obtain
and file all relevant labor documents/policies and advise managers
appropriately.
·       
Liaising
with health insurance service provider to ensure all staff policies are up to
date.
·       
Respond
to inquiries regarding policies, procedures and programs.
·       
Assist
managers in resolving and moderating staff conflicts.
·       
Ensure
confidentiality for staff matters and records is observed.
·       
Consult
local legal counsel, Baltimore CCP HR and represent CCP UG in labor matters as
directed including but not limited to the investigation and resolution of
employee issues, concerns and conflicts.
·       
Identify
legal requirements and government reporting regulations affecting human
resources functions and ensures policies, procedures, and reporting are in
compliance.
·       
Collect
timesheets monthly from staff.
·       
Review
and apply policies from field finance manual and HR manual.
·       
Review
timesheets for accuracy and completeness (e.g. leave type, tracking, project
allocation).
·       
Collect
leave request forms and update leave tracking.
·       
Follow-up
with staff until all timesheets are received.
·       
Review
and provide guidance on CCP HR policies and host country labor laws.
·       
Forward
timesheets and leave requests to Finance for payroll processing.
·       
Manage
the annual APR process timely ensuring completion of APR forms, issuance of
annual increment letters and submission to Baltimore.
·       
Maintain
accurate and complete personnel files in accordance with UG labor laws and CCP
HR policy.
·       
In the
case of promotions, reclassifications, etc. ensure that job descriptions are
up-to-date, accurate, appropriately approved and filed in the personnel files.
·       
Ensure
that CCP HR receives a copy of all letters, contracts and personnel
correspondence for the main personnel files kept in Baltimore.
·       
File
personnel records in a way that records can be accessed and sent easily in soft
or hard copy when needed.
·       
Notify
staff in advance of office closings due to public holidays or ad hoc closings
prompted by the Country Director or University.
·       
Conduct
assessment of medical insurance for market comparison and renewal annually or
as needed ahead of expiration.
·       
Prepare
employee separation notices and related documentation, and conducts exit
interviews to determine reasons behind separations.
·       
Follow
appropriate protocol for reporting suspected internal controls violations.
Staff Supervision
Responsibilities
·       
Manage
the work of direct reports and provide supervisory responsibilities.
·       
Promote
staff development through training, counseling, and performance evaluation of
the staff of the CCP UG under your supervision.
·       
Ensure
that direct reports are implementing duties as assigned.
·       
Conduct
timely annual performance reviews for direct reports.
·       
Manage
performance of direct reports timely and in a way that facilitates growth and
improvement in accordance with CCP Baltimore HR guidance.



Qualifications, Skills and Experience:
·       
Minimum
of a University degree in Administration, Business Management, Human Resources,
or other related field.
·       
At least
seven (7) years’ experience in the NGO sector within Uganda in office
administration.
·       
At least
five (5) years’ experience supporting USAID-funded projects.
·       
Uganda
national.
Knowledge, Skills and Abilities:
·       
Good
working knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
·       
Ability
to perform under extreme pressure and take initiative in resolving problems.
·       
Ability
to work independently in a high profile, fast-paced and multi tasked
environment.
·       
Strong
interpersonal and team building skills.
·       
Oral and
written fluency in English.
How to Apply:
All candidates
should apply online at the web form below.
Deadline: 15th April 2020
For more of the latest jobs, please visit http://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline




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