Human Resources and Administration Officer NGO Jobs – CBM

 

Job Title:    Human Resources and
Administration Officer

Organisation: CBM

Duty Station:  Kampala,
Uganda

 

About US:

CBM is an
international Christian development organization committed to improving
people’s quality of life with disabilities in the world. CBM addresses
disability as a cause and consequence of poverty and works in partnership to
create an inclusive society for all.

 

Job Summary:  The Human Resources and Administration Officer
 will be responsible for providing
support in the various human resource services and assistance to supervisors
and staff on broad areas not limited to recruitment and selection, training,
performance management and interpretation of the employment act and human
resources policies. The HR and Admin Officer will also establish procedures and
mechanisms for simple and streamlined administrative operations. S/he will
ensure efficient office management, procurement, transportation, and safety and
security services to enable and facilitate the work for all departments.

 

Key Duties and Responsibilities:  

Human Resources

·       
In
consultation with Country office staff and management, develop/ review and
administer HR policies and procedures.

·       
Provide
timely and consistent HR data for the Country office to facilitate the
preparation and dissemination of HR reports.

·       
Conduct
administrative and logistical aspects of expatriate co-worker assignments, such
as arranging house leases, security, vehicle, etc.

·       
Ensure
employment contracts are in place and inform the Country Director in a timely
manner of contract end-dates.

·       
Ensure
all staff have up-to-date and signed job descriptions in place.

·       
Advise
on pay and other remuneration issues, including salary and benefits reviews;

·       
Administer
payroll and maintain employee records;

·       
Interpret
and advise on employment law;

·       
Deal
with grievances and implement disciplinary procedures;

·       
Monitor
absences such as holidays or travel and coordinate actions to ensure the staff
absence has been adequately recorded

Recruitment

·       
Provide
advice and assistance with writing job descriptions for vacant positions

·       
Submit
HR recruitment / contracting requests for approval in line with the Authority
Structure

·       
Prepare
notices and advertisements for vacant staff positions.

·       
Perform
first screening of all applications, following CBM guidelines for transparency
while granting equal opportunities to all applicants

·       
Schedule
and organize interviews with the line manager, panelists

·       
Participate
in interviews, guide panelists in CBM expectation on candidate selection

·       
Conduct
reference checks on recommended candidates

·       
Facilitate
settling in and on boarding of employees through the allocation of seating
space, desk and other resources as required

Training and
Development

·       
Coordinate
timely induction programmes to adequately facilitate learning and settling in
of new staff to the people, processes and procedures

·       
Analyse
training needs and development opportunities in conjunction with departmental
managers.

·       
Organise
staff training sessions, workshops and activities

·       
Develop
an annual training plan for all based in country, in consultation with the line
managers to enhance uptake of training activities;

·       
Process
employee requests for outside training while complying with policies and
procedures

·       
Organise
with relevant focal persons to conduct relevant training and sensitization
sessions on other employee welfare topics such as health, gender, retirement
amongst other

Performance
management

·       
Coordinate
the effective implementation of the annual performance management process by
line managers in line with agreed timelines

·       
Provide
advice and assistance when conducting staff performance evaluations

·       
Provide
support to line managers and staff following performance related obstacles

·       
Provide
advice and recommendations on disciplinary actions.

Administration –
General

·       
Manage
professional office administration and efficient operations of the Country
Office in line with relevant CBM standards;

·       
Document
and maintain updated administrative processes and procedures; initiate and lead
regular reviews to ensure clarity, effectiveness and efficiency;

·       
Ensure
that CBM is complying with in-country regulatory requirements such as
registration and related annual reporting to relevant authorities (except
financial regulatory requirements such as statutory accounts, audit, tax
filing, social security contributions, etc., which are the responsibility of
the Country Finance Manager);

·       
Effectively
line-manage the administrative staff based on performance;

·       
Handle
visa applications for visitors and expatriate co-workers;

·       
Coordinate
office meetings, workshops, training, etc as scheduled;

·       
Provide
secretarial duties, including handling of official correspondence with
authorities, business registrations, etc;

·       
Provide
support to the Country Director specific to the operational requirements of
his/her position, such as schedule management, minute taking, report writing;

·       
Ensure
office and property/facility management, including office cleanliness,
organizing and overseeing maintenance and repair works on CBM premises or on
CBM assets; facilitating and following up on Accessibility and Inclusion
audits;

·       
Ensure
professional receptionist services for the office;

·       
Organize
security of the premises, keep up-to-date contact with Security Company and
oversee the security guards work;

·       
Take
responsibility for record keeping and filing of important administrative office
documentation; manage the office archives;

·       
Ensure a
proper filling system for Administrative files is in place for both electronic
and hard copy documents;

·       
Prepare
and submit timely and informative quarterly reports to the Country Director

Procurement

·       
Proactively
develop a procurement master plan to guide all procurement activities and
deadlines for the year;

·       
Receive
procurement requests, commence the procurement process and oversee integrity of
the process before payment is made;

·       
Ensuring
that all procurement approvals, processes, decisions and challenges are
adequately documented in agreed format and filed on time;

·       
Maintain
a robust supplier database of CBM preferred suppliers of goods and services
across the Country. As a committee member, guide in the selection/use of
pre-qualified suppliers; vendor rating to ensures fair vendor selection for all
procurement processes per the set thresholds;

·       
Manage
communication and relationships with all suppliers and contractors to
facilitate smooth implementation of procurement procedures, identifying any
issues that would impede timelines and delivery for resolutions;

·       
Act as a
member of a vendor/supplier selection committee in procurement processes;

·       
Prepare
and maintain contract register and ensure all contracts are up to date as per
the CBM’s policy. Conduct supplier assessment prior to contract renewal as per
the procurement policies.

Inventory and Asset
Management

·       
Ensure
all CBM assets, equipment and vehicles are timely and adequately covered for
risks through various applicable insurance products;

·       
Control
and maintain a UCO asset register and inventory, in line with CBM or donor
requirements, as applicable. Plan and execute the asset verification on a
quarterly basis and update the register. Report on any variances;

·       
Maintain
an up to date and accurate asset register by tracking, tagging, and archiving
of asset lists/registers, with close collaboration with the Finance Manager;

·       
Coordinate
timely disposal of old and obsolete office equipment and assets, as guided by
CBM guidelines on disposal.

 


Qualifications, Skills and Experience:

·       
The
applicant must hold a Bachelor’s degree in human resource management, General
Management, Business Administration or related discipline

·       
At least
three years of experience within a similar position with a reputable
organisation, preferably a development organisation

·       
CIPS or
other Procurement qualification will be an added advantage

·       
Excellent
interpersonal skills to form effective working relationships with people at all
levels

·       
Excellent
organisational skills and the ability to understand detailed information

·       
Maturity
to deal with people at all levels of the organisation

·       
Demonstrates
excellent organisational and time management skills as well as multi-task and
meet deadlines with minimal supervision

·       
Ability
to work under pressure, prioritize tasks efficiently and meet critical
priorities.

·       
Highly
organized and self-directed, comfortable working in a fast-paced environment
with changing priorities and under minimal supervision.

·       
Ability
to proactively anticipate any potential issues or risks for the office and
submit appropriate recommendations to address them

·       
High
level of professionalism, maturity and integrity when dealing with sensitive
information and issues.

·       
Willingness
to commit and adhere to CBM Code of conduct, CBM values and Safeguarding Policy

·       
An
effective team player who is able to work diplomatically and with sensitivity
with individuals from a variety of cultures, professions and personal
backgrounds.

·       
Advantage
of lived experience with disability.

·       
Strong
analytical, conflict resolution and problem solving skills

 

How to Apply:

All candidates with
the required profile and proven experience, who meet these qualifications, are
invited to submit via e-mail, a meaningful letter of motivation, stating why
he/she wishes to work for CBM, CV, three professional references and salary
expectations to info.uganda@cbm.org.

 

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