JOB DETAILS:
Job Title: Human Resources and Logistics Assistant
Reports to: Finance and Administration Manager
Location: Water For People – Kampala, Uganda
Supervisor Duties: Manages Office Administrator, Driver’s and Office Assistant
JOB SUMMARY: Water For People is an international non-govemmental organization (NGO) that works with people and partners to develop innovative and long-lasting solutions to the water, sanitation, and hygiene problers globally. The organization strives to continually improve, experiment with promising new ideas, and leverage resources to multiply its impact The Human Resources and Logistics Assistant is responsible for Human Resources administration, logistics, and procurement to facilitate organizational effectiveness and efficiency The Human Resources and Logistics Assistant reports to the Finance and Administration Manager. This position also interacts globally with other Water For People staff based in other parts of the organization. We are proud of the diversity in our workforce, and our Human Resources and Logistics Assistant is tasked witt ensuring that our company culture welcomes a diverse population and supports each person in achieving career goals within the organization..
ESSENTIAL JOB FUNCTIONS AND DUTIES:
Human Resource Management
• Work with the Finance and Administration Manager and the Country Director to contribute to Human Resource Management including recruitment, induction, the planning and facilitation of training and development, drafting job descriptions, informing new employees about conditions of employment, managing performance management process, staff compensation management, staff offboarding, etc. Manage HR record keeping.
• Maintain a safe and secure work environment.
• Develop personal growth opportunities for employees.
• Support the Finance and Administration Manager and the Country Director to effectively collaborate with the U.S. based Human Resources team to administer Global Recognition Program, Annual Performance Review Process, and implement global Human Resources initiatives.
• Serve as point of contact for Safety & Security within Uganda Country Program Ensure global policies and standards for organizational security and safety are enforced and integrated into business operations, including direct accountability to duty of care for all staff working and visiting countries without operational presence in the region. Ensure legal compliance by monitoring and implementing applicable humar resources state requirements, conducting investigations when required, maintaining records and representing the organization at hearings.
• Prepare payroll and ensure that payroll deductions are paid correctly.
• Maintain management guidelines by updating existing human resources policies and procedures, or suggesting new policies where appropriate.
• Maintain historical human resources records.
• Manage employment agreements and ensure that these agreements are renewe: in due course.
• Manage employee recognition in accordance with global policies.
Procurement
• Operationalize procurement functions at the Country Office under the supervision of the Finance and Administration Manager and in consultation with the Cound Director including a procurement tracking system.
• Coordinate and facilitate procurement sanning, including preparation procurement plans. This work includes povin support to the Program staff is a preparation of projects procurement pars. Prepare inputs to standard bring ments for project activities. Prepare inputs as needec ty Yate Ey People for the recruitment of consulte (firms and individuals). proc e nto! other services (e.g., training and workshops and the procuremeni of goods ar sal works. Procure goods and services ough the Country Office in accordance within established procedure. ersum p er implementation of individual procurements at each stage of the process for my advertising to contract award. Prepare, evaluate and solante sot-ist of suppliers based on firm capabilities. Monitor procurement tough regular updates of the procurement plans. Prepare inputs to quarterly pequirement progress reports. . Maintain working fires and records; prepared correspondence related procurement activities: seek legal advice where appropriate; prepare procuremet progress reports. Prepare contracts for review for the Country Director’s authorization. . Check suppliers’ consultants’ invoices, delivery notes and any other relevar documents, verifies them and submits them for payment.
• Maintain current market knowledge by evaluation of technical data, price and payment terms, visits and phonele-mail interviews and contacts.
Logistics and General Administration
• Relieve management of administrative detail, provide logistical support to al programs, meetings etc. Establish policies, procedures, and work schedules for all support staff.
• Contribute to team effort by accomplishing related results as needed.
• Ensure regular staff meetings and reflections including management of sta” minutes. General Administration of local contracts drafting of contracts/ agreements.
• Complete filing and safe custody of the contracts.
• Be accountable for and manage the staff/service providers delivering the following functions: 1. The reception & front of house functions e.g. first point of contact services
2. Office supplies by identifying needs for reception, stationery, switchboard, mails, and kitchen. 3. The physical infrastructure for the operations e.g. premises, equipment and
• The vehicle administrative functions e.g. records management for the vehicles : . Provide administrative and logistical support to Water For People staff based in ganda, other countries and in the Field Offices.’ Ensure that international employees posted in the country acquire legal instruments Work Permits, Resident Permits, Visa) to enable them to perform their duties minterrupted.
• Manage security and internal controls for the department. The Human Resources and Logistics Assistant will guard all company records and software from authorized people by employing appropriate control.
• Wenage Maintenance and repairs works of the office facilities. Serve as point of contact for IT and ensure implementation of the IT policy in country.
• Aange for routine equipment servicing or repairs when necessary and manage replacement plans. Waintain an updated organization asset registry. . Create/manage a centralized filing system for all administrative letters, respondences, and contracts including an updated file index fist. Prote efficiency in the acquisition and use of office resources.
• Ensure that drivers and office assistants and all other direct reports receive proper Supervision, including coaching/mentoring, capacity building. Transport management and delivery of all materials required in EF or other districts of operation.
1. Ensure that all organizational vehicles are in excellent and road worthy condition insurance, tax, repair and maintenance, etc.)
2. Manage vehicle log books (ensuring that each vehicle has a log book, drivers fill the log book at the end of each trip, checking accuracy of the log books, etc.)
3. Fuel management (including periodic analysis of fuel consumption for each vehicle to determine efficiency and perhaps abuse)
4. Line management of drivers
Other Duties Coincidental to the Position
Duties for this position should not be considered definitive. Duties may be added, tumbled or modified in consultation with the incumbent as necessary. Job descriptions and staff performances will be reviewed regularly. Guidelines: The following written and unwritten guidelines will be applied
• Water For People handbooks on administration and others.
Any established and agreed Country Program procedures. B ritten
• Common sense in applying proper business practice and sound purchasing amciples.
• Know when to negotiate and how to achieve goals successfully.
• Maintain sound ethical principles, integrity and transparency of due process.
Reporting the She will prepare inputs to Water For People reports under the supervision of the France and Administration Manager and in consultation with the Country Director blows:
• Monthly and Quarterly Status reports in accordance with the requirements of the france down rules on the Human Resources, Logistics, Administration, and Health and Safety of the Program.
COMPETENCIES:
• Connects to the Mission – Embraces the mission of Water For People and is ressionate about advancing the dynamic role it plays leading social impact in international development.
• Demonstrates Ethics and Integrity-Understands ethical behavior and business practices, and ensures that own behavior is consistent with these standards and zalions with the values of the organization.
• Manages through Ambiguity – Demonstrates flexibility and adaptability in responding to change and ambiguity.
• Demonstrates Cultural Awareness – Able to engage the wide range of stakeholders from a variety of backgrounds and cultures. Action-oriented – Maintains an attitude of open, curious and proactive learning, continually expanding own area of understanding and expertise.
• Connects with Others – Listens and fosters open communication through questioning, dialogue, and information sharing. Self-confident – Demonstrates humility, mature confidence and courage to innovate, and lead in own role.
Job Education Requirements: A degree
Job Experience Requirements: five (5) years
NOTE: ONLY CANDIDATES WHO MEET THE ABOVE REQUIREMENTS SHOULD APPLY. CV, Cover Letter and Academic Document as a one PDF attachment should the sent to UGАRecruit@waterforpeople.org Deadline for submission is Monday, 2nd September 2019 at 5:00PM.
Human Resources and Logistics Assistant Job Opportunity at Water For People added by Miiro Allan on
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