SOS Children’s Villages Human Resource & Administration Officer Jobs in Uganda

SOS Children’s Villages Human Resource & Administration Officer Jobs in Uganda

Job Summary

Reporting to Programme Director, the Human Resource and Administration Officer (HRAO) will be
responsible for the efficient and satisfactory provision of human resource and administrative
services in the Programme Location. The job holder will coordinate and processe all activities
related to the human resources and the day to day administration of the Location.

The job holder will support the Programme Director in all routine areas of their office work, motivation of staff, embedding organisation values, facilitating capacity building and development and will ensure that the SOS policies, procedures and systems are effectively implemented at the Location.

The job holder will also administer and provide support on general services including transport, procurement of goods and services, maintenance of properties, security services. The position will require a high degree of confidentiality in dealing with staff matters as well as handling information on children, patients and beneficiaries.

Key Tasks & Responsibilities:

General Services, Logistics, Procurement and Administration

Coordinates all project activities and ensures that they are carried out and are properly
supported.

Ensures that procurement procedures are adhered to.

A member of the Location Management Committee and Location Procurement Committee.

Fleet management – coordinate pool vehicles 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.

Organizes 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.

Organizes 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

Supports the development of the HR plan for the

Location and oversees its implementation.

Processes, facilitates and implements staff related decisions

Prepares candidate profiles and participates in the interview and selection of candidates for
the location.

Oversees the implementation of on boarding programmes for all new hires at the location.

Maintains comprehensive updated confidential personnel files.

Prepares and supervises staff leave schedules on a monthly basis for location staff.

Coordinates payment of all authorized education, medical bills and other staff benefits.

Exercises good time management skills and maintains 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.

Required Qualifications, Experience and Competences:

Essential

BA Degree in Human Resource Management, Administration, Management or other related
discipline

At least 3 years’ experience in Human Resource Management

Ability to deal with confidential matters and with discretion.

Self-motivated and highly organized, detail oriented, accurate and able to monitor work for
quality.

Ability to multi-task and keep calm under pressure.

Adept at problem-solving and able to identify issues and resolve programs in a timely manner.

Desirable

Strong interpersonal skills, demonstrating professionalism in all dealings with staff.

Excellent communication skills both written and verbal.

Ability to effectively read and interpret information, present numerical data in a resourceful manner.

Ability to prioritize and plan work activities as to use time efficiently

Must be dependable, able to follow instructions, respond to management direction.

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

For more information and job application details, see; SOS Children’s Villages Human Resource & Administration Officer Jobs in Uganda

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