Job Description
Reporting to the Finance Manager
Duties and Responsibilities
Duties
• Supervise all administrative operations and logistics of the organization.
• Ensure the office is furnished and equipped to meet staff and operation’s needs.
• Supervise motor pool, dispatching vehicles efficiently and in a cost-effective manner to meet project, finance, and administrative needs.
• Ensure all equipment is tagged, maintain the official asset register, and ensure that the register is updated.
• Ensure that all assets are adequately insured and maintain the insurance file.
• Maintain asset, service, and other administrative documents and files.
• Manage all documentation related to the administration of staff contracts, benefits and maintain adequate records of all correspondence.
• Ensure accurate filing of all staff related correspondence.
• Prepare offer letters and contracts for new staff.
• Maintain a database and monitor expiry dates of all staff contracts and initiate renewal as and when necessary.
• Monitor staff absence, leave, and ensure the filing of appropriate documentation.
• Receive the recruitment requisition, prepare appropriate vacancy for both internal and external announcement (Advertising) and ensure timely placement of the vacancy announcement in the newspapers and ensure compliance with HR Policy
• Prepare leave roster and monitor submission of leave authorization forms for staff.
• Ensure completion and submission of monthly timesheets. Analyse for compliance
• Prepare HR monthly reports.
• Support Recruiting Managers of departments to prepare job descriptions with competency profiles.
• Compile and assist with the shortlist of the candidates and invite short listed candidates for interviews.
• Liaise with recruiting managers to prepare interview questions and prepare interview summaries after each interview.
• Participate in Interviews as and when necessary.
• Ensure reference checks are carried out before offer letters are issued out.
• Ensure timely submission of recruitment information.
• Develop and maintain a risk register for HR.
• Prepare monthly Payroll and share with Finance for processing.
• Organize orientation programs and monitor staff development processes.
• Manage the process of staff performance planning and management and keep supervisors informed of any delays or irregularities.
• Performs other related duties as required and assigned by the supervisor.
Qualifications and Experience
Qualifications
A minimum qualification of a first degree in Human Resource and Administration or equivalent professional qualification
Required Skills and Experience:
a. A Minimum of 3 – 4 years’ NGO experience in Human Resource and administration
b. Ability to speak fluent English.
c. Proficient in the use of Microsoft applications
d. Basic analytical and statistical skills
e. Strong problem solving, analytical and operational abilities.
f. Excellent planning; organizational and time management skills
g. Ability to maintain confidentiality.
h. Good knowledge of human resource practice, policies, and procedures
i. Familiarity with Local Labour Law
j. Excellent interpersonal written and oral communication and presentation skills
k. Ability to work with minimum supervision.
How to Apply
Interested and qualified candidates who meet the above requirements can apply through the following link: https://docs.google.com/forms/d/e/1FAIpQLSfng6nvMEIAMkCSZWNfjNJVNSAY9zv7qEfa8Y3W6K4ngxkHqQ/viewform?usp=sf_link .Deadline for submission of applications is 11 May 2023. Only short-listed candidates will be contacted.
