Human Resources & Administration Officer – SOS 450 views

Human Resources& Administration Officer (JOB REF: SOS/22/2/22/2)

The role is responsible for all Location Human Resources Generalist functions and Administration Responsibilities to all the location programme units’ Family care, Family Strengthening and Schools. In addition the role provide support in Procurement and supply of goods and services and other critical support function for the location as the role cuts across all programme units.

Duties And Responsibilities

Employee Resourcing

• Raises recruitment requisitions from Facility Heads and submit to National Office.

• Complete a shortlist form and forward to Facility heads for selection

• Consolidates the shortlisted candidates and prepare an Interview schedule

• Prepare interview package, call candidates and organize Venue

• Prepare an Interview Scoresheet and write Interview Minutes.

• Facilitates the Induction/on boarding workshop for all New Staff, Volunteers and Students

• Ensures that monthly probation reviews are being done, flags any issues during probation that might need management intervention and submits final probation assessment to the National HR Officer at least two weeks to probation end to facilitate either confirmation or termination of the employee.

Learning & Development

• Conducting training and developmental activities for the Location

• Organizing venues for all location Trainings

• Purchase of training materials & refreshments

• Travel and logistic support for STC Workshops

• Tracks the location training plan and submits training and development reports quarterly to the Location Programs Manager.

• Conduct wellness sessions for the location quarterly.

Location procurement

• Sourcing quotations for Administration Offices

• Verifying suppliers registration.

• Convene and attend location procurement meetings twice a week

• Minuting and documenting procurement meetings.

• Drafting of Official orders and forwarding them to Suppliers

• Request for tax invoices from suppliers and write goods received.

• Submission of procurement paper work to Finance for payment

• Compilation of the Procurement Tracker.

• Coordinate all procurement off office consumables.

Maintenance of SOS CV Properties

• Manages the maintenance and repairs of the family houses , Offices, Tenants and Guest houses’ buildings, Furniture, Equipment

• Plumbing and electrical repairs of 15 family houses, all Offices , Tenants and Guest houses

• Maintenance of grounds through constant cutting of grass, trimming of hedges, watering of flowers and lawn during dry season.

• Closely monitor the maintenance work at the Location and following the maintenance programme plan in liaison with the National Procurement and Administration Coordinator.

• Monitor service and repairs of Tractor, Fire Extinguishers, Generator and Lawn Mowers for the location.

• Periodically supervise cleaning of Gutters and repairs of leaking taps and roofs.

Petty Cash Management

• Handling of FC, FS and Youth Facility Petty cash

• Reimbursement and distribution of Petty cash to FC, FS and YF

• Checking completeness of the petty cash paperwork, approved petty cash requisition, receipts and goods received.

• Compiling the Petty cash registers for Family care, Family Strengthening & Youth and submit to Finance every Thursday.

Fleet Management

• General maintenance of all location vehicles

• Ensuring Licencing of all location vehicles

• Checking of log books every month, i.e. mileage, authorisation, fuel consumption analysis.

• Ordering of Fuel for FC & FS staff and Family Care

• Issuing of Fuel Cards and coupons to staff and programme units

• Compilation of all location fuel registers FC, FS,KG & HGPS

• Make sure all location vehicles are serviced on time

Administration

• Leave Management

• Contracts Management

• Submission of NSSA documents

• Management of Guest house.

Qualifications And Experience

• Degree in Human Resources Management, Business Management, Administration or similar. A professional HR Diploma or Certification is an added advantage.

• A minimum of 4 years’ INGO experience in Human Resources Management & Administration

• Good interpersonal, mediation, negotiation and conflict resolution skills.

• Organizational, verbal and written communications skills, analytical skills and good computer skills.

• Flexible, adaptable and able to work effectively in a variety of settings and in a cross-cultural environment.

• Strong Administration, Planning and organizing skills

• Report Writing Skills

• Ability to gain the trust and respect of peers and supervisors.

• Sound judgement, a broad view, enthusiasm and a passion for people management

• Culturally astute, respectful and tolerant.

• Appreciation of procurement and supply understanding.

• Knowledge of national labor law, employment legislation, employment practices, good HR practices etc.

• Understanding / experience in HRM information systems, performance management systems, compensation / remuneration systems, job evaluation, personnel planning, job design, recruitment processes etc.