Summary
Date Posted: Thursday, June 27 2024, Base Salary: Not Disclosed

JOB DETAILS:
KEY RESULT AREAS
KRA 1: Strategy and Planning
Oversee the strategic management of FSD Uganda's physical and people resources; ensuring the development and implementation of effective policies, procedures and ways-of-working:
• Participate in organisation-wide strategic & operational planning; work with the COO to develop resourcing plans that will ensure the organisation has sufficient (people & physical/logistical) resources to accomplish its goals
• Conduct a needs analysis to determine the strategic resourcing requirements of Intervention Leads; develop a comprehensive understanding of organisational strengths and deficits and determine the root causes of any issues
• Work together with the COO to align resourcing requests with the organisation-wide budget and cash flow forecast; develop and communicate the resultant annual plan and HR strategy.
• Understanding and interpreting donor regulations pertaining to HR functions such as recruitment, compensation, and staff development and ensuring that HR and administrative expenditures are within budget as set by donors/ funders. Providing guidance and training to staff on donor compliance requirements.
• Lead in the review and development of policies & procedures and frameworks for Operations activities - (HRM, Health & Safety, Travel etc); support the Board’s policy review activities ensuring effective communication to all stakeholders and provision of all required administrative and document management support.
• Support the COO to identify and mitigate all risks associated with FSDU’s operations, including overseeing the development and implementation of policies and procedures for managing the following:
o Health, Safety and Security
o Business Continuity
o Safeguarding
o Risks requiring insurance
o HR risk management strategies

KRA 2: HR Talent Management
Take the lead in ensuring good talent management practices for FSD Uganda; so that the organisation will be resourced with appropriate numbers of competent and well-motivated staff
• Lead the alignment and integration of human capital and talent management strategies with organisational business plan and objectives.
• Oversee the development and implementation of HR policies and procedures and ensure compliance to current Ugandan employment legislation and HR best practices; maintain staff files ensuring that all information required for legal compliance is in place
• Take responsibility for implementation of all routine employee life cycle processes from recruitment, onboarding, remuneration to staff exit procedures; in particular:
o Talent Acquisition – Collaborating with the Pillar heads to understand current and future staffing needs, Coordinating and scheduling interviews between candidates and hiring managers, extending job offers to selected candidates, negotiating terms and conditions, and facilitating the offer acceptance process and collaborating with pillar heads to ensure a smooth transition for new hires, facilitating orientation sessions.
o Onboarding new staff - Collaborating with the different units to ensure a smooth transition for new hires, facilitating orientation sessions
o Learning & Development – Supporting strategic change initiatives, organisational competency development and staff development through cost-effective and innovative learning strategies
o Performance Management - Developing and implementing a performance management system that stimulates high levels of employee engagement and a culture of high performance
o Rewards and Remuneration - Ensuring that staff are paid on time, all benefits are administered accurately, managing periodic pay review processes, updating all documents, liaising with the finance team, and providing guidance to staff
o Staff Consultation – Ensuring that mechanisms are in place for hearing staff voices, incorporating their opinions in organisational initiatives, and becoming aware of any needs or concerns
o Other staff wellbeing initiatives – Giving attention to employee wellbeing and developing responsive strategies to address any concerns
• Ensure that FSD Uganda has a conducive work climate that enhances staff engagement, retention, wellbeing, and team spirit across the organisation; including but not limited to ensuring effective leadership development strategies are in place, and periodically measuring and trouble-shooting organisational climate.
• Support Managers in critically analysing and reviewing the people resources that are necessary for achieving programme goals; aiming to balance effective use of resources with appropriate staff workloads

KRA 3: Organisational Development & Change Management
Work together with the COO and Intervention Leads to develop empowering organization structures, people management systems, and an organisation climate that will lead to the engagement and motivation of staff
• Oversee the development of effective organisation structures (reporting relationships and accountability mechanisms); supporting the development of strategic & annual staffing plans and succession planning for business continuity
• Support and facilitate any change management processes or interventions that are required to transition staff for effective achievement of strategic and tactical goals (includes team development)
• Develop and implement strategies for enhancing the quality of leadership experienced by staff and the extent to which supervision is motivational
• Assess organizational culture through surveys, interviews, and other methods to identify strengths, weaknesses, and areas for improvement. Take lead on the implementation of the change initiatives to foster a positive organizational culture
• Ensure that systems, records & routines for all key HR functions are in place and represent good practice (e.g. recruitment, induction, performance management, employee wellbeing, L&D, HR records, compliance documentation etc.)

KRA 4: Logistics and Office Management
Ensure that FSDU's staff and key stakeholders are provided with administrative, logistical, and office-management support that will enhance their ability to deliver against FSDU's goals and strategies:
• Lead and manage the Admin Officer & Driver towards high standard of performance through clear roles and responsibilities and provision of appropriate support
• Oversee the physical office facility, ensuring that it is safe, secure and attractive:
o Ensure that the office is kept secure at all times, liaising with the security company to manage and schedule the guards and overseeing arrangements for managing keys and locking up
o Ensuring that appropriate security measures (for fire and life safety) are in place and functioning; participate in health and safety audits
o Develop and implement a system for recording and responding swiftly to maintenance requests (giving priority to matters of safety),
o Ensure that all routine office and assets maintenance is effectively carried out by supervising the external office services providers (generators, computers, printers, air conditioning, lighting, water, electricity, etc.); ensure that the equipment staff are using is safe and fully functional
• Ensure FSD Uganda fleet are fully serviced and mechanically sound; equipped with all necessary breakdown and safety equipment; ensure that vehicles & motorcycles insurance, technical control renewals are made on time and that all other legally required paperwork (e.g., driver licenses) is in place
• Develop and implement stores management /stock control systems and procedures to ensure that the office supplies are of correct levels of required supplies, re-ordering when necessary, and ensuring that supplies are kept secure and in good condition

SPECIFICATIONS FOR THE ROLE
Qualifications
• Bachelor’s degree from a recognised university
• Masters' degree in Human Resources or Business Administration is preferred
• Qualification or training certification in HR Management or logistics or significant operational experience in managing these functions
Relevant Experience
• At least 7+ years of relevant post graduate human resource, and operational management experience with 3+ years of supervisory experience in medium to large size organisations
• Demonstrated experience in managing operational support across more than one core function (HR & Administration)
• Experience in contract negotiations, demonstrating high level interpersonal skills
• Track record of managing organisational change, including the ability to develop or upgrade systems
• Experience working INGOs or operational functions of other public institutions preferred

Critical Skills & Technical Knowledge
• Demonstrated understanding of organisational development and up to date HR best practices and laws of Uganda
• Knowledge of administrative, budgetary, HR and procedures is an advantage Demonstrated understanding and commitment to capacity building and team coordination
• Excellent written, verbal communication; high quality document and report preparation; demonstrated ability to write policies and procedures
• Demonstrated proficiency with the MS Office software (i.e., Word, Excel, and PowerPoint) is required.
• Familiarity with operating computerised systems i.e. ERPs and MIS systems



Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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