2 Human Resources & Administration Officers job at Save the Children

kampala, uganda
negotiable Expires in 2 months

JOB DETAIL

THE ROLE
Key areas of accountability include:
Act as a Human Resource Focal Person in the Regional/Field Office to strengthen the HR function, its visibility and higher standards in the professional management of Human Resources in SCI
Recruitment:
• Assist with the mainstream recruitment process by identifying candidates, conducting reference checks and follow up processes such as planning for all the new hires.
• Participate and manage the interview process and recruitment of volunteers in the regions.

• Support with placement and follow up on new field hires to ensure they are well and effectively settling in.
• Provide feedback to the unsuccessful candidates after the interview process is complete.
• Support the planning and onboarding process for all new hires, ensuring timely completion of onboarding documentation.
• Support the process of tracking performance reviews, for the regional offices ensuring compliance.
• Support visits to the field teams as may be required.
• Work as a team member supporting the effective functioning of the HR Team
Volunteer Management system:
• Manage the recruitment process of all Community Based Volunteers.
• Updating and reconciling the CBV database Information on the New CBV system and personnel files
• Reconcile the regional excel templates and the systems to check for duplicates and missing names
• Compiling CBV information on files
• Drafting CBV volunteer contracts and extensions
Office Administration:
• Take overall responsibility for the day to day running of the administration section and logistical support where necessaryat the regional office.
• Ensure that communication systems – mail, telephone areoperational and functioning efficiently.
• Offer secretarial support to functions, in coordination with other staff, as required.
• Review, design and implement/coordinate administrative systems that best fit the delivery of programme activities.
• Ensure that current strategic focus on administration/office procedures/systems, facilities /Security and fleet are disseminated and well understood and adhered to by the field staff.
• Maintain close working relationship with field staff and support sections of the organization for coordination and efficient service delivery.
• Ensure that all staff and visitors in the field offices are well briefed of the administrative procedures and systems in place.
• Ensure that staff and visitors travel, and accommodation is well managed and coordinated efficiently and also that procedures are adhered to.
• Manage office documents and keys in a safe and confidential manner, ensure that the office generator is functional at all times.
• Sort and distribute incoming mails.
• Support staff photocopies, scans, and file appropriate documents
• Assists with organizing events when necessary
• Ability to adhere to the SCI Child Protection Code of Conduct, Security Guidelines
Logistical support:
In collaboration with the Field supply chain coordinator, manage the store and Assets in line with

Country Office supply chain procedures.
• Receive office consumable items into store &issue goods receive notes.
• Ensure safety and cleanliness of all items in the office consumables store.
• Ensure office cleanliness of office and oversight role on office safety during the day
• In liaison with Supply Chain, oversee the office equipment maintenance such as generators, printers and laptops and utilities and report to the supervisor for appropriate action.
• In liaison with Supply Chain, support negotiations for corporate agreements on booking venues for SCI meetings, workshops, seminars, conferences office parties, etc and ensuring cost effectiveness of the same.
• With the support of the field supply chain coordinator, ensure that the Office has an up-to-date database of all the relevant service providers of venues for events and other administrative services.
• Ensure that accommodation invoices, office utilities-water, electricity bills are processed and paid in time.
• Sign for delivered packages and distributes them to the appropriate recipient.
• Maintains stock of supplies by anticipating work requirements, ordering supplies, and distributing supplies where necessary.

Warehouse:
• Management of warehousing and assets processes and record keeping/ documentation (stock cards, bin cards, inventory cards, loss reports, way bills)
• Conduct periodic stock takes and assets verification in line the policy Supervise casuals in the warehouse stores as assigned by the line manager or supply chain.
• Receive stock into the stores, issue stock as delegated by the supervisor or supply chain.

Supervisory Responsibility
• Effective supervision of the Office Assistant / Casual staff at the regional location.
• Conduct reviews and discuss with the Office Assistant to obtain direct feedback on the administrative aspects and issues of the programme.

To be a strong supporter and advocate for children in this role you will need to have:
• A first class or 2nd Upper Bachelor’s Degree in Human Resources, and or Organisational Psychology is required.
• At least 3 Years relevant working experience in a busy HR environment.
• Demonstrated understanding and proficiency in the field of Human Resources Management and ability to work under minimum supervision.
• Good understanding of national legal requirements relating to HR, including labor laws and administrative law.
• Good understanding of employment related statutory requirements, organizational policies, systems and procedures formulation and management.
• Good Interview, negotiation, listening and counselling skills.
• Strong experience within recruitment, operating at different levels of the business, and familiarity with competency models
• Experience and capability with regards to direct sourcing approaches
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• A sensitive approach to advising and mentoring staff and to dealing with critical issues.
• Excellent planning, coordination and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Creative and visionary
• Ability to intervene with crisis management or troubleshooting as necessary.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching
• Computer literacy and excellent documentation skills are a must.
• Excellent time management and planning capacity
• Very high level of integrity is required for the role.

Job application procedure

Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at https://hcri.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Uganda, Kampala