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