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Job Title:    Administrator & Human
Resource Officer

Organization:  Participatory Ecological Land Use
Management (PELUM) Uganda

Duty Station:  Kampala,
Uganda

 

About US:

Since 1995, PELUM Uganda has been working to improve the livelihoods of
small-scale farmers and the sustainability of rural communities, by fostering
ecological land use management. We: Share skills and knowledge about good
practices and techniques, Undertake research and demonstration projects and
advocate for policies that better support small-scale farmers.

PELUM Uganda is part of a 12-country-strong association of civil society
organisations in eastern, central and southern Africa.

 

Job Summary:  The Administrator
& Human Resource Officer will provide sound, efficient and accountable
administration of human resources and administrative functions. The job holder
is responsible for overseeing the general administrative and Human Resource
function of the organization as well as to coordinate transport, logistics,
security and front desk activities. S/he is also responsible for both the human
resource management and coordination function of the entire organization as
well as providing technical support to the management team on HR issues. The
job belongs to the Finance & Administration department.

 

Key Duties and Responsibilities:  

Human Resource Management

·       
Spearhead
human resource planning, forecasting and track deployment, in line with the
strategic plan.

·       
Support
management in the development, review and compliance with the organizational HR
policy and ensure compliance with the employment Act and all national labour
laws.

·       
Develop
and maintain functional and efficient human resources management and
administration systems, processes, and procedures.

·       
Guide
management and staff on employment law and statutory obligations as well as
PELUM’s own employment policies and procedures.

·       
Execute
employee screening and selection processes.

·       
Develop
and maintain up to date job descriptions for all positions.

·       
Ensure
that all staff have valid employment contracts and appointment letters.

·       
Conduct
induction and orientation for all new employees.

·       
Ensure
that all relevant HR information is obtained and secured including ensuring
that confidentiality is upheld.

·       
Undertake
staff capacity needs assessment, spearhead the professional development
planning and execution based on the needs and capacities of the organization.

·       
Administer
compensation and benefits involving; contracts, working conditions, leave or
redundancy packages with staff and representatives including management of
leave schedules.

·       
Maintain
health, safety and welfare of all employees including ensuring work life
balance.

·       
Monitoring
and reporting on staff performance including attendance and performance
appraisal.

·       
Support
the management team in implementing grievance and disciplinary procedures and
standards

·       
Participate
in and facilitate staff mediations and tribunals, etc. as required.

·       
Supervision
of Administration assistant, Driver and performance planning and reviews.

·       
Facilitate
volunteer placements in line with the volunteer policy.

Support to the Country Coordinator (CC): Will provide administrative support to the
Country Coordinator for smooth management of her/his day to day affairs as well
as ensures most effective use of her/his time. Handle sensitive and complex
issues as appropriate especially in the absence of the Country Coordinator.

o   Manage the CC’s diary, assessing priority of
appointments and reallocation as necessary.

o   Process CC’s correspondence, ensuring that
incoming correspondence is dealt with by the CC & other staff as
appropriate.

o   Support organization of Country Board
meetings and note taking.

o   Draft briefing papers, reports, responding to
mails and other correspondences and presentations for the CC.

o   Ensure that Coordinator is well prepared for
scheduled meetings, preparing agendas, pre-meeting briefings and meeting
papers.

o   Work as Executive Assistant to the Country
Coordinator.

Administrative duties

·       
Preparation
of quarterly and annual reports in a timely manner in the administrative
section.

·       
Maintain
an integrated central filing system for the organization (both manual and
electronic).

·       
Oversee
the proper maintenance of office facilities including ICT infrastructure.

·       
Manage
arrangements for the Board and Sub-Committee meetings, including
production/distribution of agenda and papers.

·       
Provide
administrative support to the CC in scheduling all meetings.

·       
Execute
any other administrative tasks as deemed appropriate.

·       
Oversee
and supervise the Admin Assistant, whilst implanting the front desk and
cooperate affairs

·       
Guide
and mentor Admin Assistant in effectively communicating to external
stakeholders and providing customer care services.

Procurement and asset management.

·       
Oversee
inventory of office supplies and control their use and storage.

·       
Ensure
all assets are insured at all times.

·       
Ensure
assets are engraved within 7 days after purchase

·       
Ensure
appropriate procedures for access and utilization and safety of office assets
and equipment including fleet management.

·       
Monitor
and enforce compliance with procedures, rules, regulations and adherence to
security and safety procedures.

·       
Ensure
timely, cost effective procurement of all assets, hotels for activities in
various regions of Uganda, service providers, etc.

·       
Purchase
organization supplies and services in consultation with The Finance Officer.

·       
Maintain
a database of providers of goods and services.

·       
Spearhead
the procurement of all Pelum services, goods and Assets

General duties

·       
Participate
in the organisation’s key events and represent the organisation in relevant for
a nationally and internationally.

·       
Provide
technical guidance, coaching and mentoring to Admin Assistant, drivers,
volunteers / interns and other assigned workers.

·       
Support
and participate in other programme area activities when required.

·       
In
collaboration with the Management Team, identify existing and potential funding

·       
opportunities,
and participate in the HR and Administrative aspects of project proposal
development processes.

·       
Ensure
all resources under his or her care are properly deployed and utilised.

·       
In
addition to individual respective tasks, all PELUM employees are expected to:

·       
To
adhere to our organizational values and to actively promote their application
amongst colleagues.

·       
To
undertake tasks in a creative, self-driven and innovative fashion.

·       
Participate
in relevant organizational, meetings and fora.

·       
Participate
in raising resources for building PELUM’s reserves.

·       
Ensure
that all activities are implemented in a gender sensitive manner.

·       
Adhere
to PELUM’s policies, procedures, and performance expectations in all functions.

·       
To
identify and implement additional tasks/ ideas of benefit to the organization
(whether directly linked to one’s job or not).

·       
Any
other duty as may be assigned by the supervisor.

 

Qualifications, Skills and Experience:

·       
The
applicant must hold a Bachelor’s Degree in Business Administration, Human
Resource, Organizational Psychology or any related field. A Post graduate
qualification in human resource management is an added advantage.

·       
Four
years of experience in human resource and administrative duties in a busy
organization.

·       
Management
skills: Conversant with people
and performance management processes and practices.

·       
Good
experience in Office Administration.

·       
Team
working.

·       
Leadership
and management skills

·       
Personal
qualities: Analytical skills,
pays attention to detail, problem solving skills, organizer, ability to multi
task without losing focus, good time management, mature and calm personality
and self-driven.

·       
Communication
and Interpersonal skills: Good
communication skills (listening, verbal and writing). Ability to manage
diversity. Good relational skills. Impeccable level of integrity and
confidentiality.

 

NB: Women are encouraged to apply

 

How to Apply:

All candidates should send their applications including a cover letter
giving reasons why you are suitable for the post, plus a CV and copies of all
relevant certificates, testimonials and contacts of 3 referees to:

 

The Country Coordinator,

PELUM Uganda

Plot 41, Factory Road, Ntinda

P.O. Box 35804, Kampala. Uganda

 

Applicants who choose to send their applications by E-mail can do so by
sending to

pelumuganda@pelumuganda.org and copy to pelumuganda@yahoo.com

 

Deadline: 16^th October
2020 by 5:00pm

 

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