Human Resource and Administration Officer Job Opportunities – SOS Children’s Villages

Job Title:     Human Resource and Administration
Officer

Organization: SOS
Children’s Villages

Reports to:  The Programme Director

Duty Station:
Uganda

About US:

SOS Children’s Villages is an independent, locally
registered, child-focused, social development nongovernmental 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
Companies.

Job Summary:   The Human Resource and 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 that they are carried out and are properly
supported.

·      
Ensures
th
at 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 a
s
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

·      
 Leads the development of the HR plan for the
Location and oversees its implementation.

·      
Processes,
facilitates and implements st
aff 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 hires.

·      
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 in
terpretation 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.

Qualifications, Skills and Experience:

·      
The ideal
candidate must hold a BA Degree in Human Resource Management, Administration,
Management or other related
discipline

·      
At least
three 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 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 closel
y with other team members, displaying trust and loyalty.

How to Apply:

All interested and qualified candidate please send your
application letter, detailed curriculum vitae (CV), and photocopies of academic
certificates, and names and contact details of three traceable referees to the
address to;

The Head Human Resource and Administration

SOS Children’s Villages Uganda,

Plot 53 Ntinda II Road

Kampala

Electronic Applications must be sent as one Single PDF Document
not exceeding eight pages to: nationaloffice@sosuganda.org

Applications that are late, do not have CV or certificates
or exceeds eight pages or electronically submitted as images will be
disqualified. Only shortlisted candidates will be contacted

Deadline: Friday 28th February 2020 by 12:00 Noon 

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