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Job Title:   Senior Human Resource & Administrative Specialist  

Organisation: ChildFund International

Duty Station:  Kampala, Uganda

Reports to: Specialist Sr, Country Director

 

About the Company:

For over seventy years, ChildFund International has provided support to deprived, excluded and vulnerable children to have the capacity to improve their lives and opportunities to become young adults, parents and leaders who bring lasting and positive change to their communities. We promote societies whose individuals and institutions participate in valuing, protecting and advancing the worth and rights of children. Our core commitment is child-centered change that will ensure healthy and secure infants, educated and confident children, and youth who are skilled and engage meaningfully in the affairs and decision-making processes within their communities. ChildFund Uganda is working in over 30 districts to develop the capacities of local community-based organizations to be able to mobilize resources and implement programs that improve the well-being of deprived, excluded and vulnerable children.

 

Job Summary:   Responsible for providing  human resources and administrative services to the country office staff.  This position partners closely with the Senior HR manager.

 

Key Duties and Responsibilities:

Supporting Country Office HR functions:

• Coordinate employee engagement and logistics for face-to-face trainings and activities in assigned Country Office
• Develop and coordinate face to face onboarding and offboarding activities in collaboration with the HR manager and Global HR Service Specialist
• Create and maintain personnel files!
• Supports compliance with employee grievance, disciplinary and performance management programs and policies and all legal employment obligations in line with existing local labor and other related laws.
• Supports the implementation of staff programs and policies
• Serving as HR point person representing ChildFund on in-country HR networks and in case of internal or external inquiries and requirements
• Exiting staff at time of departure.
• Serving as point person for insurance for staff medical queries and issues where follow up is required
• Serving as HR point in case of any other external /internal audits
• Mediating staff and managerial meetings on performance issues
• Ensures that all contractual services (staffing, consultancies and other services) are in compliance with local labor laws and organizational HR policy.
• Supports coordination of recruitment processes.
• Assist in the administration of local competitive market information and implementation of rewards programs.
• Supports the performance management process; ensure annual goal setting, routine performance feedback for staff, year-end appraisals completion in collaboration with the HRM.
• Provide support in preparation of monthly payroll, ensuring maintenance of updated information on staff salaries, allowances and income-tax calculations and compliance with organizational policy, local laws and regulation.
• Responsible for development and management of annual HR budget.
• Country Office Administration

Supply chain management

• Ensure implementation of sourcing strategy and e-procurement tools and ensuring that the e-procurement tools are used in accordance with ChildFund policies and procedures.
• Ensure appropriate storage network & stock management standards across the country office.
• Maintain regular information across teams about stock levels & expected lead-times.
• Manage periodic inventories, stock clearance and investigations over discrepancies.
• Trouble shoot and train staff and management on E- Procurement system.

Logistics & Fleet management

• Responsible for Country office facility, fleet, and asset management (vehicles, office machines, etc.), including maintenance oversight/coordination, maintaining, upgrading, and disposing of assets in the most cost-effective manner, insurance negotiation and management and budget development and management.
• Control and optimize fleet costs and anticipate vehicles needs and liaise with respective senior management team members.
• Ensure administrative requirements are met toward any other local authority institutions when transporting goods/staff.
• Deploy efficient fleet and transportation means across the country office.
• Responsible for logistics management of visitors and meetings (visitor arrangements, visa processing logistics for in-country meetings, etc.).
• Responsible for administrative actions resulting from governmental requirements (like tax filings) and/or required under ChildFund`s registration.
• Responsible for coordination of staff travels, establish and execute procedures for travel requests and authorization confirming to the corporate travel policy.

Inventory and Asset management

• Deploy an efficient asset allocation and maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.
• Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions.
• Coordination of Asset disposal exercise to ensure compliance with internal & external regulations documentations such i.e. Invoices, Good Received Notes.

Facility management

• Ensure the facility is operating at an optimal level by ensuring the running costs, facilities, supplies and stock are adequately supplied.

Compliance

• Ensure ChildFund procurement Policies and procedures are applied across the country Office and donors’ specific requirements for logistics & procurement are met.
• Capitalize on lessons learnt through memos, training modules, etc. for continuous improvements of logistics compliance in the country Office.
• Follow-up & update internal & external audit report for logistics.

Knowledge management

• Organize, facilitate and/or deliver training and learning initiatives on E-procurement system and on Procurement-related topics.
• Lead and conduct initiatives on capacity development and knowledge building for procurement personnel, including network development, plans, learning plans and activities, procurement practice information and best practice benchmarking.
• Oversee team’s contributions to Procurement knowledge networks and communities of practice including collaborative synthesis of lessons learnt and dissemination of best practices in procurement management.

Operations Representation

• Represent ChildFund with relevant Administration networks, actively building relevant relationships (logistics cluster, etc.)
• Manage Implementing Partners relationship on logistics aspects such as procurement, stock & asset management
• Contribute to Emergency Response planning and Contingency Planning efforts for logistics needs and execution.

Budget management:

• Responsible for development and management of annual administration and human resources budget.

Country Security Focal Point:

• Act as focal point on all emergency and security issues in the country and provide advice / information to staff

Security Management

• Provides support in respect of safety & security to the CD and liaises with the Global Security in respect of all key functions.

 

Qualifications, Skills and Experience:

• 5 – 7 years’ experience in a Human resources and administration capacity, preferably in a multi-cultural environment
• A bachelor’s degree in human resources management, Business administration, Business Administration Public Administration, or related field.
• Possession of relevant certifications is desirable.
• Working experience in procurement, office management, logistics, fleet management is an added advantage
• Should be technology savvy, with ability to use functional softwares
• Understanding of organizational legal obligations is an added advantage

Required Competencies

• Outstanding written and oral communication skills in English; fluency in a local language
• Ability to work effectively in a multi-national, matrix environment
• Proficiency in relevant computer applications (spreadsheet, database, accounting operations software, procurement management software, HRIS, presentation software)
• Excellent planning, organizational and problem-solving skills
• Ability to prioritize multiple tasks at the same time, work effectively under pressure and meet deadlines.
• Strong confidentiality ethic, demonstrate flexibility, and versatility in adjusting to changing environments and requirements as necessary
• Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social and political issues.
• Good negotiations and communication skills; excellent writing skills
• Ability to deliver high quality work within tight deadlines.
• Proven ability to work creatively and independently.
• Demonstrated strong management, training, facilitation, coordination, teamwork and planning skills.
• Ability to coach, mentor and develop technical capacity of staff and partners.

ChildFund’s Core Competencies

• Teamwork: the ability to work effectively and collaborate with others; values and respects individual differences.
• Communication: demonstrates empathy and tact when communicating with others and uses a storytelling approach when appropriate.
• Results orientation gets things done; takes proactive steps to achieve organizational goals and quality standards.
• Decision making uses good judgement, critical thinking, and non-traditional ways to evaluate problems and opportunities; reflects and innovates to improve decisions and outcomes.
• Resilience: thrives and grows in rapidly changing, demanding, and complex environments.
• Digital literacy: adopts and champions new technology to relevant contexts, stays aware of technological trends and embraces technological solutions to business challenges.

 

How to Apply:

All suitably qualified and Interested applicants should apply online at the link below

 

Click Here

 

Deadline: 13th September 2024

 

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