Human Resources and Administration Manager 250 views

Group: Education Services

Dept/Project/Service: TEACH Zimbabwe

Reports to: Team Leader with dotted line to SSA Human Resources Manager

Responsible for: Procurement & administration officer and safeguarding officer

Usual office base: Harare

Grade: TBC

Job purpose and scope:

The Human Resources and Administration Manager will ensure the successful provision of the core support service functions of human Resource, general administration and property to ensure that the projects key objectives can be delivered successfully.

As a member of the Management Team the post holder will be responsible for shared leadership of the programme and involved in decision making across all aspects of the business unit via the Management Team meetings.

Job Objectives:

1. Human Resources

Resourcing and Development

• Facilitate the provision of a professional resourcing service and ensuring all appropriate contractual documentation, compliance checks and job descriptions are available to meet the resourcing needs of the project, whether through engagement of consultants or employees

• Identifying recruitment needs, implementing processes and tracking progress of application through to Interview and offer stage in partnership with the line managers

• Coordinate and attend interviews as required by line managers

• Where required, source employment agencies for recruitment purposes ensuring value for money and service

• Ensure that Consultant scheduling and resourcing is executed in a timely and effective manner

• Develop and implement comprehensive induction and probationary monitoring processes

• Facilitate training opportunities to meet business need

General HR Administration

• Maintain the project HR Database ensuring all staff changes, attendance and compliance records are updated accordingly

• Prepare and ensure all contracts of employment are current and relevant. Where appropriate, prepare contract modification notices to ensure continued relevance

• Support on employee contractual issues ensuring terms and conditions align to business policy and country law

• Ensure organization statutory compliance on HR related issues

• Administer staff benefits, i.e. medical insurance and pension as well as maintain contact with the service providers

• The interface between HR and Finance team to ensure accurate and timely delivery of payroll

• Preparation and analysis of HR Management Information (MI) to support HR metrics and Key Performance Indicators (KPIs) and provide meaningful data for the project

Employee Relations & Engagement

• Ensure that existing HR policies and procedures are regularly reviewed and updated as appropriate

• Implement agreed best practice HR policies and procedures in the project ensuring consistency and fairness and ensuring that line managers are provided with timely and accurate advice and guidance on employee relations and current legislation

• Provide adequate and relevant communication channels for staff thereby ensuring changes to policy, process and key information are accessible

• Where appropriate, perform welfare duties particularly for any ex-patriate employees

• Where appropriate facilitate social opportunities to develop communication and networking opportunities

2. Management of Administration Support Services

• Oversee the effective provision of support services for the project in line with cost effective guidelines

• Ensure all Property functions adhere to financial and procurement best practice and the standards set for procurement documentation for processing

• Ensure timely provision of procurement and logistic support for staff

• Maintain contract renewals register for service agreements, maintenance agreements, lease agreements, hire agreements etc. Ensure all renewals are reviewed in a timely manner for ongoing effectiveness, value and need

• Oversee the daily inspection and review of building wide facilities, logging issues and faults with the outsourced service provider or Ed Dev Trust contractors

• Together with the concerned units develop and update the administration policies and procedures

3. Programme Leadership and Management

• Ensure programme priorities and views of programme and administration staff are represented at the Management level

• Ensure management team decisions are implemented

• Model the values and vision of Ed Dev Trust

• Any other reasonable duty as may be assigned that is consistent with the nature of the job and its level of responsibility

Person Specification:

Knowledge:

Essential

• Graduate level qualification in a Business Administration or Human Resources Management discipline, master’s degree would be an added advantage

• Professional Qualifications in human resource

• Comprehensive and sound knowledge of Labour Law

• Demonstrable knowledge of HR policy/process and good practice

• Significant understanding of effective administration, procurement, commissioning and evaluation practices with a strong sense of customer service

Experience:

Essential

• A minimum of 5 years HR and Office Administration at supervisory level

• Experience in advising managers and employees on a range of HR issues

Desirable:

• Prior experience of Administration & HR practice within an International organisation and/or the NGO sector

• Experience of managing teams and effective performance management

• Experience of using IT and HR information systems

Skills:

Essential

• Strong planning and organisational skills

• Excellent communication skills

• Time management skills

• Ability to work flexibly and cope with the ambiguity of an organisation going through change/project set up

• Ability to maintain effective relationships

• Professional membership with a certified HR body with a current practicing license where applicable