Summary
Date Posted: Friday, September 23, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Administration and HR Officer

Job family
Roles within this job family develop, manage and support delivering administrative & human resources aspects of the programme with specific focus on project(s), through both direct delivery and coordination with field-based and head office staff, supported by colleagues who provide the necessary professional, technical and operational services required for the effective and sustainable delivery of Ripple Effect’s programme.

Job purpose:
To support the administrative and Human resources function at the Field Office for all fielded-based staff


Key Responsibilities
Office Management
• Supervise the cleaners to ensure that the office premises are kept clean.
• Organize field office meetings, and take charge of minutes
• Organize refreshments for meetings as may be required
• Set up and maintain a filling system to ensure project documents are well stored
• Tracking communication within the field office.
• Ensure renewal of data for all project staff
• Draw up lists and budgets of office supplies requirements and ensure they are replenished on time
• Ensure that security measures at the field office premises are in place at all times

HR Support
• Provide support to the Head Office Administrator on matters of HR and administration pertaining to the project staff
• Manage the staff attendance system, by uploading new users, removal of exiting staff, generate monthly reports
• Support project manager in coordinating the annual PDR process for the project, compiling all PDR reports for submission to head office
• Maintain an updated staff list and ensure that personal files at field office level are updated, kept under key and lock and retrieved whenever needed
• Generate HR communications for the Project Manager
• Follow-up on the project’s staff training plan, ensuring approved trainings are taken up by staff, and certificates are presented by staff for filing at end of the training
• Be the contact person for GPA issues by ensuring that the Head Office and insurance is notified on time about accidents, claims are lodged, and staff are paid
• Coordinate medical insurance issues for the project by working with the Head Office Administrator to ensure staff medical insurance matters are resolved in a timely manner
• Ensure that staff who are exiting complete all exit procedures, and assist with settlement of any terminal benefits
• Support the Project Manager in monitoring the utilization of leave for all project staff and send reminders
• Ensure that all project staff complete the appraisal process

Procurement
• Generate LPO’s for all office procurements
• Receive and review invoices for completeness before submitting for payment
• Source for quotations for office procurements as required
• Generate procurement requests for stationary and other office supplies at the Head Office.

Inventory Management
• Keep and update the project asset register
• Provide head office with an updated assets register every quarter
• Ensure that all office equipment is engraved and functioning properly.
• Organize for repairs and service of all office equipment
• Coordinate the issuing of items from the store
• Receive and verify all items delivered to ensure they fit the required specifications

Front desk Management
• Receive incoming and outgoing telephone calls as and when required.
• Ensure that the reception area and the entire office is kept neat and tidy
• Review monthly telephone bill and apportion the telephone bill according to users.
• Receive and attend to visitors whilst they await appointments.


Job Summary
Learning & skills
• The incumbent will have a bachelor’s degree or Diploma in Business Administration, Human Resource Management, or any other relevant discipline. At least 3 years of experience in office management and/ or human resources management. Excellent communication and interpersonal skills, excellent organisation skills. Proficiency in English and the locally spoken language, and good level of computer literacy.
Creativity & reasoning
• The job holder should have ability to understand and use financial, material and human resources recording, filing and reporting systems of an office.

Communication & interaction
• A good level of communication, listening skills, good command of written and spoken English and the main local language are required. The incumbent should also have good computer literacy and use of Microsoft word, excel, outlook, as well as reporting and public relations skills.

Stewardship
• Ability to take extra care on petty cash management, records keeping and good management of Country Office resources/ assets under his/her responsibilities, and organisation’s consumables is of paramount.
• The role manages personnel files and hence requires a high level of confidentiality.

Judgements & actions
• The job holder is expected to use maximum discretion and work within the overall policy of SAC, ensuring all activities and actions taken are compliant with relevant legislation and best practice.

Working environment
• From time to time the job holder will be required to work some unsocial hours when organising some events or handling guests and visitors plans.
• He/she will be required to support in organising interviews, generate interview reports, carry out back ground checks, and type out offer and appointment letters for the successful candidates. Majorly the role will be office based occasionally carrying out HR clinics at the field level.


Role & Person Specification 
Personal competencies and talents Status
Education/Qualifications
• A bachelor’s degree in business with a bias in HR or any related field.
• Post graduate training in HR
• Good understanding of labour laws and regulations
Experience
• At least 3 years’ experience in a related field

Skills/Abilities
• Excellent communication skills
• Excellent interpersonal skills
• Excellent organizational skills
• Report writing skills
• Good networking skills
• Presentation skills
• Team player

Personal Qualities
• Have empathy with Ripple Effect’s Christian foundation and core values
• Creative and innovative
• A team player. Flexible.
• Understands the importance of confidentiality especially for data.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

Download and fill in the application form provided. Click Here to download the Application Form
Attach a comprehensive CV and certified copies of academic documents
Submit application online to hruganda@sendacow.org  clearly indicating the position and location you are applying for in the subject line.
Deadline: 3rd October 2022 at 5:00pm EAT
Only shortlisted candidates shall be contacted
If you require Job descriptions or the application form in a different format, including a larger font size, please contact HR@rippleeffect.org 


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