HR & Logistic Officer 62 views

Human Resource Responsibilities 

·       Ensure consistent compliance of HR policies and practice in the Project office under the Ambo Field office.

·        Provides necessary support and training to managers and staff in the project office.

·        Work together with Ambo Field office HR department to Provide effective support to the project office

·       Effective and accurate recruitment from selection process, proper documentation, induction and exit interview. This also includes;

·        Ensuring that all recruited staff have a current contract of employment and comply with all HR policies and practice, local labour law and SCI policies.

·       Work with project office manager and program managers at the field level to ensure that performance management is institutionalized within the organization and provides timely and appropriate information to feed into the development of the annual HRD plan.

·       Ensure high level of confidentiality regarding personnel data and ensure that all employee information at the field office kept up to date.

·       Work closely with programs to plan and execute staffing needs.

·       Develop the capacity of the HR team in the areas through effective coaching, performance

·       Management frameworks and human resource development plans.

·        Ensure the provision of good quality, appropriate and clearly communicated advice to field based staff.

·        Manages on aspects of general HR functions at the project office.

·       Serve as a focal person for the HR function in the Nekemte project office.

·       Advising and coaching managers on people management matters and complying with       Employment.

·       Law as well as devising and implementing HR plans.

·        Conducting disciplinary/ grievance meeting at the FO and support the field ensure that staff benefit management is handled properly at the project office.

·        Roll out of organizational HR related programs including relevant trainings

·        Ensure that HR report is submitted to Ambo Field Office HR department on time

·        Ensure a complete and timely submission of timesheet and its approval

·        Ensure that all newly hired staffs are vetted before formal offer is extended.

·        Ensure that list of all newly hired staff under the project office are sent to Ambo Field Office HR department so that they can be registered in Life Insurance scheme on time.

·        Responsible for ensuring newly hired staff under the project office gets on time induction that includes but not limited to Child Safeguarding, Fraud Awareness, Safety & Security, about job role and departmental induction and other relevant and mandatory trainings.

·        Providing training to staffs on the importance and applicability of the performance management system

·        Ensure that a performance objective is set to staff as part of their annual performance objective.

·        Build a system where managers are setting probationary objective for newly hired staff:

·        Using developed tracking system monitor setting of probationary objective to newly hired staff and ensure staff performance result is properly tracked and communicated to CO HR department

·       Advise and assist all staffs on planning of procurement (bulk orders) and ensure that all required documents are forwarded by the budget holders in time, with clear specifications, financial codes and appropriate authorization.

·       Conduct regular market surveys of goods and services; establish and maintain a well-defined Supplier database by initiating tender processes.

·       Review procurement documents for correctness, transparency and full compliance with Audit and internal procedures and regulations.

·       Collect and organize annual procurement plan for material, service and construction purchases and submit to procurement coordinator and communicates the status at least monthly to relevant support and program staffs.

·       Prepare bidding documents for every purchase with respect to procurement threshold.

·       Provide technical support to program staffs on procurement related issues.

·       Regularly collect price lists for most frequently procured items and update it in quarterly basis.

·       Organize regular (Weekly, monthly and quarterly) procurement activity reports (tracker) and submit to Procurement Coordinator.

·       Advise on best sources of supply and freighting options.

·       Ensure all appropriate due diligence checks and risk assessments are carried out in line with organisational policy.

Produce management information reports on a monthly and quarterly basis, including data .

·       analysis and recommendations on improving the efficiency of procurement services and submit to procurement coordinator.

·       Ensure professional management of all suppliers including maintaining good supplier relations and supplier performance review against key performance indicators. Regularly update this information to procurement coordinator.

·       Make suppliers aware of Save the Children values and their need to comply as part of agreements

·       Ensures briefing of all suppliers, contractors, landlords and the like are oriented on our key policies and procedures including procurement process, child safeguarding policy, fraud policy and the like.

·       Makes sure facility management of the office is per the SCI standard and regular maintenance is carried on periodically.

·       Facilitate all travel arrangement support to visitors, consultants, guests from both the field and from overseas including hotel bookings, travel arrangement, etc.

·       Ensure assets are managed and used to the intended purposes, losses and damages are reported, assets register is updated, used assets are disposed in consultation country assets management officer, assets are tagged, counted yearly;

·       Make sure all program stocks data are entered in to TIM, stocks are utilised before the end date of the SOFs.

·       Make sure mid and end of year stocks count are done as communicated by country office.

·       Ensure all warehousing documents are properly handled in a manner auditable;

·         Ensure manual GRNs and SRFs are used for admin stocks.

·       Provide technical and managerial support to fleet and warehousing personnel;

·       Make sure all inventories, assets, and GIK reports are submitted to country office in the time due.

·       Make sure efficient and effective fleets management are adhered in ambo office,

·       Fleets running costs, fuel, garage, lubricants, driver management and staff safety are managed and reported.

·       Relevant staff management under his/her supervision

·       Directly lead, manage and motivate HR staff FO office ensuring that they have clear work plans and objectives and receive regular supervision and reviews, and Build up their capacity through the use of effective training, performance management frameworks and development plan.

Provide technical leadership to HR staff in the project office.

MINIMUM QUALFICATION, EXPEREINCE, COMPETENCIES

QUALIFICATION

·       Experience in Emergency programs is Advantageous

·        BA/BCS degree or equivalent in management, Supply chain, HRM, Development Studies or other social sciences.

·       Recommended a minimum of 3 years’ experience in management of HR in the NGO environment, including significant field operations experience running both development and emergency programs

·       A good understanding of Basic service programs and a working knowledge of the Country program priorities

·        Substantial experience in HR

·        Sound knowledge of Country’s Labour Law and Human resource management

·        Ability to analyse information, evaluate options and to think and plan strategically Excellent interpersonal, communication and presentation skills

·        Fluency in written and spoken English

·        Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies

·       Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches

·       Willingness and ability to travel extensively in country

·       Willingness to work in a complex work environments

KNOWLEDGE SKILLS AND ABILITY

• Strong training skill

·       Willingness and ability to dramatically change work practices, flexibility in working long hours and ability to work with incoming surge teams;

·       Excellent interpersonal, communication and presentation skills;

·       Fluency in written and spoken English;

·       Commitment to Save the Children values

·       Teams, in the event of emergencies