NGO Admin Jobs – Resources Manager at Epicentre

Job Title:   Resources Manager
Organisation: Epicentre
Duty Station: Mbarara,
Uganda
About US:
Epicentre is a non-profit
organization created in 1986 by Médecins Sans Frontières, whose activities
include research, field epidemiology and training. Epicentre follows its
activities from Paris, Geneva, Brussels, Barcelona, New-York, Cape Town and
from research centres in Uganda and Niger.
Job Summary: The
Resources Manager will be responsible for all the support activities. As head
of the Department, he / she will ensure the good running of the research center
and of the research activities. He/ she also actively participates in the
development and implementation of the strategic plan. His recommendations on
organisation or management should be coherent with the research priorities. In
the absence of the Research Center Director, he represents Epicentre in Uganda.
Key Duties and Responsibilities: 
1. Operational Management and
Administration:
  • Work
    in close collaboration with the Director of the research center:
  • Oversee
    the operational management of Epicentre research activities.
  • Organise
    meetings between all the department managers and study representatives.
  • Organise
    staff meetings and its attendance.
  • Establish
    security rules.
  • Keep
    up with all security matters and take action accordingly with the
    headquarters’ instructions.
  • In
    term of Communication, organise Epicentre events and participates in
    Public Relations.
  • Keep
    aware of all legislation in force and respect it.
  • In
    charge of negotiating terms of the general contracts with a third party
    for the functioning of the center with Epicentre headquarters depending on
    the nature of the contract.
  • Collaborate
    with the Host Protocol officer for the administration of the expatriates
    on site and visitors (plane tickets, visas, work permits, accommodation)
2. Human Resources Management:
  • In
    charge of developing and updating the Human Resources plan in accordance with
    the strategic plan in collaboration with the Director of the research
    center and the HR Manager in Paris.
  • Ensure
    that Epicentre’s internal regulation is respected by Epicentre’s employees
    and update it in accordance with Ugandan National labour laws.
  • Supervise
    the administrative management of the national staff (individual files,
    contracts, annual leaves, pay process).
  • With
    the validation of the HR Manager and the Finances Controller in Paris,
    reviews salary scale according to inflation, to the food basket, in
    comparison with other salary scales and other relevant criteria.
  • Take
    part in the creation of new positions and their job profile.
  • Organise
    and oversee the hiring process (publication, participation in selection of
    candidates and interviews).
  • In
    charge of developing an annual employee evaluation process.
  • Participate
    in the elaboration of a training plan.
  • Manage
    the disciplinary process when required.
  • Actively
    monitor the expenditure on Health Care for National Staff.
  • When
    required work on issues relating to health care policies.
  • Make
    follow-up on travel and holidays for international staff and report to the
    HR in Paris.
3. Finances:
Budget: Translating all information relating to
resources into a budget:
  • Establish
    the budget with the Principal Investigator of each study in the Epicentre
    financial system.
  • Regularly
    review overall budgets of the center with the Director of the research
    center and the Financial Controller in Paris.
  • In
    charge of evaluating and monitor the budget quarterly
  • Prepare
    the budget revisions with the Director of the research center and the
    Financial Controller in Paris.
  • Create
    and follow up the budget of individual studies and update when required.
Financial management: Ensuring that the treasury level is necessary
and sufficient for the smooth running of operations at all times, maintaining
as much control as possible over security and operational risks:
  • In
    charge of preparing monthly cash requests to Epicentre’s headquarters.
  • Coordinate
    the bank operations and issue all checks.
  • Manage
    the invoices and expenses made at the Epicentre’s headquarters and MSF
    Logistique.
  • Supervise
    the invoicing system and the payments of the suppliers in Uganda.
  • Ensure
    payment of international suppliers through wire transfer from Epicentre’s
    headquarters.
  • The
    incumbent will ensure that all cash expenditures in Mbarara and Kampala
    are justified and have followed the implemented procedures.
Accounting: Ensuring the existence of procedures and
processed for money management and accountancy in the country:
  • Manage
    the verification and entry of all monthly expenditures for all operation
    and studies and ensure expenditures are allocated to the correct
    analytical codes.
  • In
    charge of verifying and balancing all cash/bank accounts.
  • Compiling
    the end of month accounts to be sent to the Epicentre’s headquarters.
  • Actively
    monitor and control the system of accounting for the each study.
4. Logistic & IT
Supervision:
  • Define
    with Logistics Officer and the Logistic Supervisor in Paris a general
    logistic policy.
  • Ensure
    technical reference and support for all logistics/technical issues in the
    research center.
  • Ensure
    installation and maintenance of functional office space(s) and lodging
    facilities in an adequate living condition as well as all the equipment
    required.
  • Ensure
    the proper use and maintenance of IT (computers, software, backups, etc.)
    and communication tools.
  • Work
    closely with the System manager through the IT manager for the operation,
    maintenance of the local network of the research center.
  • Ensure
    the provision of equipment for the proper reporting of study specific
    data.
Qualifications, Skills and Experience: 
  • The
    applicant must have substantial previous coordination and field experience
    in an administrative position with MSF or another NGO
  • Working
    knowledge of medical research
  • Prior
    experience of cross cultural environment
  • Excellent
    IT skills and proficiency in the use of software tools
  • Past
    exposure and experience with developing and monitoring budgets
  • Excellent
    communication and negotiation skills – and ability to pass on information
  • Strong
    organizational and problem-solving skills
  • Willingness
    to work and live in remote setting with limited social life.
  • Fluent
    in English (written and oral), good command of French is an asset
Personal Competencies:
  • Commitment
    to MSF’s Principles
  • Cross-cultural
    Awareness, behavioural
  • Stress
    management
  • Analytical
    Thinking and strategic vision
  • Planning
    and organising, capacity to negotiate, initiative and innovation
  • People
    Management and Development, teamwork and cooperation, leadership
  • Security
    Awareness and Management
  • Networking
    and Building Relationships
How to Apply: 
All candidates are encouraged
to Apply Online by completing the available form available at the following
link.
Deadline: 23rd July 2015
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