Summary
Date Posted: Friday, August 11 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job Purpose
The Operations and Human Resources Officer is responsible for providing general support to SHA operations in Uganda. This will include setting-up and maintaining office systems and providing Administrative, and Human Resource support services to the Country Office (CO).
• They will ensure efficient delivery of administration and other support services and the Government of Uganda (GoU) laws regarding NGO operations.
• They will ensure that offices are adequately set up, that all procedures and documents pertaining to administration and HR are in place and being followed.
• They will be responsible for managing every aspect of the employment process, including orientation and training new staff members.
• They will support the HoFA and the Country Director to ensure all aspects operations and HR policy are implemented and adhered.

Key Responsibilities
Administration and operations
• Direct and coordinate administrative support services in SHA Uganda and to the wider group
• Under the supervision of the HoFA, communicate with legal counsel to ensure all legal and regulatory documents are filed and monitor compliance with laws and regulations
• Ensure and maintain standards for project offices across the organisation
• Maintain office services in the Country Office (CO) by organizing office operations and procedures; controlling correspondence; reviewing and approving supply requisitions; assigning and monitoring clerical functions
• Under the supervision of the HoFA, communicate the policies and strategies determined by the head office to employees
• Ensure all project operations adhere to policies and regulations

Human Resources Management
• Line management of administration staff (Office Manager, Drivers, Office Attendant, Temporary Drivers) that are based in the CO
• Support in recruitment & selection of partner project staff (SHA and partner staff / consultants) according to SHA HR guidelines and procurement procedures
• Ensure that all staff comply with SHA personnel management policies and procedures, including performance planning and periodic appraisal processes and timely filing of time records
• Create and implement effective onboarding plans
• Support the management of disciplinary and grievance issues
• Maintenance of employees records according to policy and legal requirements through electronic and hard copy of personnel files
• Updates and keeps staff records as per SHA format
• Complete all processing of pension scheme with relevant government offices starting from employee recruitment to termination or resignation.
• In liaison with the Head of Programmes (HoP) ensure that all staff training needs are documented and discussed with HoFA for action as per Performance Development Reviews and a schedule for staff PDRs is developed and executed by staff supervisors
• To ensure that all staff information/contracts/records are updated and uploaded onto Sales Force
• Work with CD to maintain up-to-date job descriptions for all staff
• To prepare quarterly HR reports to share with HQ Head of Human Resources
• Work closely with the management team to set and/or implement policies, procedures and systems and to follow through with implementation.
• Communicate all operating policies and/or issues at department meetings
• Support the HoFA in preparation of monthly and quarterly reports as required

Records Management
• Oversee the establishment, maintenance and continuous evaluation of central records systems for both soft and hard copies of ‘important’ organisational documents
• Handle enquiries and requests for information on SHA from both internal and external clients
• Archiving or destroying finished data/records
• Assisting in tracking, locating and retrieving important (donor contracts, confidential files etc.) organisational documents by maintaining a central set of lists of key documents
• Explore and develop partnership opportunities with current and potential external partners in the media, photography and other aspects of communication.

Communications Management
• Ensure that communication and visibility plan is implemented according to the organisation guidelines
• In partnership with the Head of Programmes ensure the right marketing for each project
• Under the supervision of the HoFA, ensure the inner and outer communication and brand identity of the organisation is reinforced
• Under the supervision of the HoFA, ensure consistency in the corporate branding of the organisation.

Knowledge, Experience and Other Requirements
• Bachelors’ Degree level education in Human Resources, Business Administration, Social Studies or relevant field,
• Demonstrated knowledge of handling HR/Admin & Finance of a comparable organisation with a minimum 5 years’ experience at a similar level;
• A high level of knowledge of working with INGOs
• Considerable experience in budgeting/financial procedures
• Good knowledge and understanding of key aspects of development work; including food, nutrition and livelihood security and cross-cutting themes (e.g. youth, social inclusion, environment, HIV and AIDS);
• Outstanding communication, interpersonal and presentation skills management and organizational skills, including proficiency in computer packages especially with MSOffice and other related packages;
• Commitment to international and humanitarian NGO codes, standards and practises;
• High level of integrity and high standards of personal conduct;

Desirable:
• Attention to detail in delivery is key
• Willingness to travel nationally and internationally.


Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure

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