NGO Jobs – People/Operations Manager at VSO

Organization: VSO
Duty
Station:
Kampala, Uganda
About
VSO:
VSO is a development
organisation that has been working through volunteers to fight poverty for more
than 50 years. We are the leading organisation in the field, working in 34
countries.
Our Ugandan country office is rapidly expanding, with new donors, new partners
and new regions (e.g. Karamoja), enabling us to reach more primary actors. Our
country strategy focuses on three key sectors: primary education, primary
healthcare and livelihoods.

Job
Summary:
The Job holder
will manage the Country Office (CO) people function which includes employees
and volunteers, ensuring good people management practice, an efficient customer
care service and adherence to global and local policies and procedures. As part
of the Global People Group, matrix report to the Regional People Manager to
implement the people plan to deliver high performance, change and
transformation. He / she also manage the Country Office support operations in
line with Country Office strategy.
Key
Duties and Responsibilities
:
Country and People
Strategy:
  • Contribute
    to the development of the Country Strategic Plan.
  • Work
    closely and collaboratively as a member of the Country Office management
    team to lead delivery of objectives. 
  • Represent
    VSO at internal and external events and meetings as appropriate.  
  • Through
    the Regional People Manager, contribute to the development and
    implementation of a global BP strategy, working in partnership with the
    Country Director to understand country priorities.
Volunteer Management and
Support:
  • Ensure
    all volunteers receive efficient ‘customer care’ throughout placements,
    ensuring global processes and policies are followed and any local
    adjustments are identified, updated and monitored. 
  • Oversee
    medical management of volunteers as per the global process. 
  • Lead
    in the management of serious volunteer issues, through to status
    review.  
  • Respond
    pro-actively to volunteer support matters, develop and maintain systems to
    support dialogue, understanding and joint working between volunteers and
    the CO, to facilitate a ‘one team’ approach. 
  • Ensure
    volunteer registration is conducted in accordance with legal requirements,
    including visas, work permits and police clearance. 
  • Offer
    senior-level support to the administrative team dealing with related
    processes, including representation at local government level. 
  • Ensure
    volunteers are briefed on CO Procedures and take the lead for development
    of the Volunteer Committee.
People Management and
Leadership:
 
  • Effectively
    develop and manage a team in the CO. 
    Ensure they perform to a high standard in line with global
    processes.  
  • Working
    with the CD and the Regional People Manager, promote a culture of high
    performance, creativity, ambition, customer service, positive
    communication and teamwork within the CO and ensure team ways of working
    and behaviours are in line with VSO values, policies and legal
    compliance. 
  • Facilitate
    the performance management process across the CO under VSO’s performance
    management principles and support systems and tools.
Recruitment and Selection: 
  • Work
    with the CD to develop a proactive resourcing plan for employee and
    volunteer vacancies, ensuring it attracts high caliber candidates. 
  • Ensure
    that global processes are following for resourcing, induction and
    succession planning. 
  • Liaise
    with the Volunteer Field Officer and support PMs and partners with the
    development of effective placement documentation and coach and advise on
    all aspects of resourcing where required. 
Learning and Development:
  • Ensure
    all new employees engage with induction programmes fully during probation
    periods.
  • Work
    with Regional People Manager and CD to develop annual calendar of events,
    manage links to global training solutions and programmes. 
  • Conduct
    workshops and training sessions as required.  
  • Manage
    the in country training for volunteers, working closely with Programme
    Managers (PMs) and the Regional Training and Assessment Officer.
Change management and
engagement:
  • Offer
    support culture change and ensure employees and volunteers are actively
    engaged in key issues affecting their work and VSO in general.
  • Work
    with the CD and senior management to imbed change.
Systems and Management
Information:
 
  • Work
    with the transaction centre to ensure people data administration (for
    employees and volunteers) is undertaken to enable accurate and up to date
    records. 
  • Produce
    regular people statistics on global processes to feed into Regional
    monitoring and analysis. 
  • Ensure
    employee files are kept in accordance with. 
Employee Relations: 
  • Linking
    in with the transaction centre team, interpret and advise on employee
    policies, customise to local requirements and disseminate to all
    employees. 
  • Stay
    abreast of all employee legal requirements in country. 
  • Advise
    and support on any disciplinary or grievance issues, coaching line
    management. 
  • Ensure
    employee needs for wellness and safety are met.
Pay and Benefits:
  • Working
    with CD and Regional People Manager ensure that the CO is well placed in
    the market and capable of retaining its core employee complement. 
  • Establish
    and administer appropriate pay and benefit structures in line with
    approved VSO benefits and compensation policy.  
  • Monitor
    all employee and volunteer entitlements to ensure accuracy and cost
    effectiveness.
Governance and Compliance:
  • Ensure
    requirements for CO registration are met and up to date.
  • Ensure
    employees comply with internationally applicable legal requirements. 
  • Develop
    relationships with government departments and ensure all employment and
    immigration requirements are adhered to.   
 Programming Support:  
  • Work
    closely with PMs to ensure programme work administrative support is
    carried out satisfactorily.
  • Participate
    actively in programme development through joint visits to partners with
    PMs.
Administration/Logistics:
  • Establish
    and maintain Country Office administrative and logistical systems and
    procedures (including Information Technology).
  • Ensure
    Country Office resources and assets are deployed efficiently and
    effectively; contracts with service providers (e.g., Information
    Technology, travel, housing, logistics) and deliver value-for-money; and
    VSO’s assets are safeguarded at all times.
  • Advise
    Country Office team on the use of resources to minimize waste, be
    environmentally friendly and cost effective.
  • Keep
    Manual of Country Office procedures up to date and communicate changes to
    all employees. 
  • Ensure
    systems are in place to safeguard VSO’s assets, including negotiating fair
    terms for VSO contracts on rents, purchases and maintenance of premises and
    other VSO property to VSO audit standards.
  • Manage
    development of appropriate Country Office logistics and purchasing
    procedures and ensure effective and consistent application by employees
    (including vehicle purchasing, operating, maintenance and replacement
    policy).
  • Co-ordinate
    and implement effective Information Technology administration. 
  • Put
    systems in place to provide adequate Country Office Health & Safety
    standards. 
  • Set
    up systems to monitor, evaluate and report on the status of procurement, procedures,
    budget expenditure and volunteer issues. 
Financial Management:
  • Compile
    and manage a support team budget according to VSO guidelines.
  • In
    liaison with the Finance Manager, monitor and advise programme managers on
    timely delivery of budgets and related financial requirements.
  • Other
    – Fulfill other appropriate level accountabilities as defined by the
    Country Director from time to time.
Qualifications,
Skills and Experience:
Human Resources: Experienced Human Resources professional
with demonstrable experience at management level.
  • Ability
    to advise, coach and influence others in people management matters.
  • Knowledge
    of Country employment and immigration laws.
  • Experience
    of delivering and analysing high quality management information. 
  • Experience
    of using Human Resources information systems and running a range of
    reports. 
  • Good
    understanding and commitment to data protection and equality and diversity
    issues.
  • Experience
    of developing and delivering learning and development initiatives.
  • Experience
    of working with different cultures and backgrounds.
People Management: Substantial people management within a
complex organisation.
  • Ability
    to lead, develop, motivate, coach and support a high performing team.
  • Ability
    to lead and take difficult decisions.
  • Demonstrable
    commitment to delivering excellent customer service.
Communication Skills: Excellent written and spoken English.
  • Ability
    to negotiate and maintain relations with government offices.
  • Excellent
    interpersonal skills, able to influence and coach and ability to build
    partnerships and relationships in a multi-cultural environment.
  • Experience
    of cross-cultural working and an understanding of issues of diversity.
Work Management and Problem
Solving
:
self-organised with ability to manage time and tight schedules, working
effectively under pressure
  • Ability
    to work on own initiative, with a creative approach to problem solving.
  • Strong
    level of attention to detail.
International Development: Good understanding of the role of
international development, more specifically volunteering in Country.
Financial Management:
  • Strong
    financial management skills (including ability to understand and work with
    restricted and unrestricted funds concepts, and project funding issues);
  • Good
    understanding of financial management policy and excellent budget
    monitoring and management skills.
Information Technology: Good level of computer skills (Windows,
Excel, Power Point, Word, Outlook, Internet).
Flexibility to adapt to new
situations, with a positive attitude to working in an international
organisation.
Ability to travel
occasionally and spend time away from base and home.
Commitment to VSO’s values
Experience working with
international Non-Government Organisations and with Government Officials.
Experience of working with
volunteers.
Offer a good driving
license.
Project management
experience.
How
to Apply:
All applications should please
send an updated CV and cover letter to vsouganda@vsoint.org
. Please quote the job title in the subject line. The cover letter should
detail the reasons you believe you are suitable for the role and outline your
current salary, benefits package and your salary expectations. Please include
telephone and email contact and details of two referees (one of whom should be
your current or most recent employer). All CVs sent without the cover letter
will not be considered. VSO is an equal opportunities employer and welcomes
applicants from all backgrounds. Due to anticipated interest in this post, only
short-listed candidates will receive a response.
Deadline:  15th October 2013

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