2 Fresher Programme Human Resource & Administration Officer NGO Jobs – SOS Children’s Villages
Job Title: Programme Human Resource & Administration Officer (2 Job Placements)
Organization: SOS Children’s Villages
Reports to: Programme Directors
Duty Station: Entebbe, Uganda
About US:
SOS Children’s Villages Uganda is an indigenous non-government, social development organisation affiliated to SOS Children’s Villages International, a worldwide child care organisation, currently running Children’s Villages and other projects in 135 countries around the world. SOS has been working in Uganda since 1991, and runs Children’s Villages and other projects at Kakiri, Entebbe (Abaita Ababiri), Gulu and in Fort Portal – Kabarole district.
Job Summary: The Programme Human Resource & Administration Officers is responsible for the efficient and satisfactory provision of human resource and administrative services in the Programme Location. The job holder performs and coordinates and processes all activities related to the human resources and the day to day administration of all Location activities. The job holder supports the Programme Director in all routine areas of their office work, motivation of staff, embedding organisation values, facilitating capacity building and development and ensures that the SOS policies, procedures and systems are effectively implemented at the Location. The jobholder also administers and provides support on general services including transport, procurement of goods and services, maintenance of properties, security services. The position requires a high degree of confidentiality in dealing with staff matters as well as handling information on children, patients and beneficiaries.
Key Duties and Responsibilities:
General Services, Logistics, Procurement and Administration
- Coordinates all project activities ensuring that all project activities are carried out and properly supported.
- Ensures that procurement procedures are adhered to.
- A member of the Location Management Committee
- Member of the Location Procurement Committee.
- Fleet management – coordinate tool vehicles for to ensure efficient and responsible use, allocation of vehicles, log sheet recording, fuel management, insurance, health and safety management, vehicle repairs and maintenance and regular inspection.
- Coordinates and ensures proper recording, use and timely maintenance of facilities, buildings, furniture and equipment in accordance with policies and procedures.
- Organises and coordinates the efficient provision of office services, transport, maintenance and other general services to programme units and staff.
- Handles routine correspondence.
- Maintains a good and well organized office environment ensuring cleanliness and
- Ensures that the compound is clean, trimmed and well-kept.
- Monitors the maintenance work schedule of the Maintenance Technician ensuring that project facilities, buildings, equipment and properties are well maintained.
- Maintains an up to date inventory of office equipment, furniture, family household items, Guest House items, vehicles and other facility assets.
- Organises special functions at the Location.
Financial Management
- Participates in the preparation of annual budgets for different project activities.
- Plans and prepares budget for office requirements, administrative and facility maintenance.
- Draws plans for project activities and ensures that they are implemented as planned.
- Follows financial policies, procedures and regulations with regard to administrative financial transactions.
- Responsible for management of the Administration store, maintaining an up to date inventory and issuing of the items.
- Manages the Guest House
- Monitors expenditures of project activities and ensures that it is run as economically as possible, in accordance with provisions of the annual budget.
- Maintains a donation register and ensures that all donations are properly stored, sold out or distributed using the recommended guidelines.
- Prepares petty cash payments, vouchers and monthly cash books
- Acts as a “bank” to SOS families for both household funds and child sponsorship funds. This means regularly paying out household allowances, sponsor money gifts and any other project funds entrusted to him/her & keeping their balances.
Human Resource Management
- Leads preparation and development of the HR plan for the Location and oversees its implementation.
- Processes, facilitates and implements decisions for promotion, transfer, termination and other related staff decisions
- Prepares and circulates vacancy announcements, prepares candidate profiles and participates in the interview and selection of candidates for the location.
- Prepares and oversees the implementation of implementing orientation programmes for all new staff and familiarizes them with their job description, condition of service.
- Maintains comprehensive updated confidential personnel files in respect of each individual staff.
- Prepares and supervises staff leave schedules on a monthly basis for key staff such as SOS Mothers and Aunts, and support staff. He/she also ensures that correct leave procedures are followed.
- Coordinates payment of all authorized education, medical bills and other staff benefits as may be approved.
- Exercises good time management skills by maintaining an up to date arrival schedule for all projects.
- Coordinates the placement of interns and volunteers and administers their related issues in accordance with the Volunteer Management guidelines.
- Provides HR statistical information
- Ensures that exit procedures are properly followed.
Employee Relations
- Monitors and manages co-worker relation issues.
- Maintains confidential records related to grievances and complaints and coordinates their resolution.
- Ensures transparent, fair and consistent application of disciplinary measures.
- Provides information, interpretation and advice on the HR Policy, Employment Act and other regulations to the Location management and staff.
- Provides advice on interpretation of the Employee Handbook, Code of Conduct, Child Protection Policy and other rules and regulations and informs staff of their rights and responsibilities.
- Provides advice on health, safety and security issues.
Performance Management
- Facilitates the implementation of the Performance Management System.
- Makes follow up on timely staff performance appraisals / reviews at the Location.
- Supports supervisors to determine training needs of their team and assists in determining the appropriate staff development plan.
- Coordinates with the HRM regarding training and capacity development programmes.
- Develops the Location annual training plan
- Evaluates the impact and effectiveness of staff development programmes.
Qualifications, Skills and Experience:
- The applicant must hold a BA Degree in Human Resource Management, Administration, Management or other related discipline
- Two years’ experience in HR Management
- Proven ability to deal with confidential matters and with discretion.
- Self-motivated and highly organised, detail oriented, accurate, thorough, and able to monitor work for quality.
- Must be organized and able to multi-task and keep calm under pressure.
- Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
- Must possess strong interpersonal skills, demonstrating professionalism in all dealings with staff.
- Must have excellent communication skills both written and verbal.
- Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skilfully gather and analyse information
- Must be able to prioritize and plan work activities as to use time efficiently
- Ability to manage assigned tasks in an assertive, efficient and timely manner
- Must be dependable, able to follow instructions, respond to Management direction, and must be able to improve performance through Management feedback
- A self-starter, able to demonstrate high levels of initiative and motivation, but also work closely with other team members, displaying trust and loyalty.
How to Apply:
All candidates should submit their applications, updated CVs and academic documents to the address below:
HR & Administration Manager
SOS Children’s Village Uganda
Email to: nationaloffice@sosuganda.org
Deadline: 26th July 2019 by 2:00pm
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