2 Fresher Human Resource & Administration Officer US Non-profit Job Opportunities – SOS Children’s Villages

Organization: SOS
Children’s Villages Uganda
Duty Station: Entebbe
and Gulu, Uganda
Reports to:
National Human Resource Coordinator
About US:
SOS Children’s
Villages is an independent, locally registered, child-focused, social
development non- governmental organization with a strong reputation for
providing quality care and protection, education and health needs for
vulnerable children. Since its inception in 1991, SOS CV Uganda has reached
over 60,000 children, youths and adults directly and indirectly to become
empowered and self-reliant to contribute significantly to the needs of their
families and communities. Works in partnership with a number of donors,
(institutional and corporate agencies) including; Norwegian Agency for
Development Cooperation (NORAD), Austrian Development Agency (ADA), Grieg
Foundation, ERIKS Development Partner, USAID/Bantwana World Education, AVIS
Foundation, Brand Charity, USAID/Uganda Private Health Support Program (UPHSP),
Terre des Hommes (TDH), Stanbic Bank Uganda, DHL – Go Teach, Madhvani Group of
Job Summary:    The Human Resource & Administration
Officer is responsible for the efficient and satisfactory provision of human
resource and administrative services in the Programme Location.   The job holder performs and coordinates and
processes all activities related to the human resources and the day to day administration
of all Location activities. The job holder supports the Programme Director in
all routine areas of their office work, motivation of staff, embedding
organisation values, facilitating capacity building and development and ensures
that the SOS policies, procedures and systems are effectively implemented at
the Location.  The job holder also
administers and provides support on general services including transport,
procurement of goods and services, maintenance of properties, security
services.   The position requires a high
degree of confidentiality in dealing with staff matters as well as handling
information on children, patients and beneficiaries.
Key Duties and Responsibilities: 
General Services,
Logistics, Procurement and Administration
  • Coordinates all project activities and ensures are carried out and
    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 for 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
  • 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
  • Leads the development of the HR plan for the Location and oversees
    its implementation.
  • Processes, facilitates and implements staff related decisions
  • Prepares and circulates vacancy announcements, 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
  • 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
  • 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
  • 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.
  • 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
  • Develops the Location annual training plan
  • Evaluates the impact and effectiveness of staff development

Qualifications, Skills and Experience: 
  • The applicant must hold a BA Degree in Human Resource Management,
    Administration, Management or other related discipline
  • Two years’ experience in HR 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.
  • 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
  • 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.
behavioural Competencies (for all SOS CV Staff):
  • Courage: We take action
  • Commitment: We keep our promises
  • Trust: We believe in each other
  • Accountability: We are reliable partners.
How to Apply:
All suitably
qualified and interested candidates should email their cover letters, CVs and
copies of education certificates as a single document to
soshrao@truenorthafrica.com. The heading of your e-mail should be the title of
the position you are applying for plus the location; for example, Human
Resource Administration Officer Entebbe.
Deadline: Friday 7th September 2018
Only electronic submissions will be accepted and only shortlisted candidates
will be contacted.
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latest jobs, please visit https://www.theugandanjobline.com or
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