CBM Uganda Jobs 2021 – Human Resources and Administration Officer

Job Title: Human Resources and Administration Officer – CBM Uganda Jobs 2021

Organization: CBM Uganda

Duty Station: Kampala

CBM Uganda Profile:

CBM is an international Christian development organisation, committed to improving the quality of life of persons with disabilities in the poorest communities of the world.

Job Profile:

CBM seeks to recruit an HR and Admin Officer based in Uganda, responsible for providing support in the various human resource services and assistance to supervisors and staff on broad areas not limited to recruitment and selection, training, performance management and interpretation of the employment act and human resources policies.

The HR and Admin Officer will also establish procedures and mechanisms for simple and streamlined administrative operations. S/he will ensure efficient office management, procurement, transportation, and safety and security services to enable and facilitate the work for all departments.

Roles and responsibilities for CBM Uganda Jobs 2021:

Human Resources

• In consultation with Country office staff and management, develop/ review and administer HR policies and procedures.
• Provide timely and consistent HR data for the Country office to facilitate the preparation and dissemination of HR reports.
• Conduct administrative and logistical aspects of expatriate co-worker assignments, such as arranging house leases, security, vehicle, etc.
• Ensure employment contracts are in place and inform the Country Director in a timely manner of contract end-dates.
• Ensure all staff have up-to-date and signed job descriptions in place.
• Advise on pay and other remuneration issues, including salary and benefits reviews;
• Administer payroll and maintain employee records;
• Interpret and advise on employment law;
• Deal with grievances and implement disciplinary procedures;
• Monitor absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately recorded

Recruitment

• Provide advice and assistance with writing job descriptions for vacant positions
• Submit HR recruitment / contracting requests for approval in line with the Authority Structure
• Prepare notices and advertisements for vacant staff positions.
• Perform first screening of all applications, following CBM guidelines for transparency while granting equal opportunities to all applicants
• Schedule and organize interviews with the line manager, panellists
• Participate in interviews, guide panellists in CBM expectation on candidate selection
• Conduct reference checks on recommended candidates
• Facilitate settling in and onboarding of employees through the allocation of seating space, desk and other resources as required

Training and Development

• Coordinate timely induction programmes to adequately facilitate learning and settling in of new staff to the people, processes and procedures
• Analyse training needs and development opportunities in conjunction with departmental managers.
• Organise staff training sessions, workshops and activities
• Develop an annual training plan for all based in-country, in consultation with the line managers to enhance uptake of training activities;
• Process employee requests for outside training while complying with policies and procedures
• Organise with relevant focal persons to conduct relevant training and sensitization sessions on other employee welfare topics such as health, gender, retirement amongst other

Performance management

• Coordinate the effective implementation of the annual performance management process by line managers in line with agreed timelines
• Provide advice and assistance when conducting staff performance evaluations
• Provide support to line managers and staff following performance-related obstacles
• Provide advice and recommendations on disciplinary actions.

Administration – General

• Administration- General
• Manage professional office administration and efficient operations of the Country Office in line with relevant CBM standards;
• Document and maintain updated administrative processes and procedures; initiate and lead regular reviews to ensure clarity, effectiveness and efficiency;
• Ensure that CBM is complying with in-country regulatory requirements such as registration and related annual reporting to relevant authorities (except financial regulatory requirements such as statutory accounts, audit, tax filing, social security contributions, etc., which are the responsibility of the Country Finance Manager);
• Effectively line-manage the administrative staff based on performance;
• Handle visa applications for visitors and expatriate co-workers;
• Coordinate office meetings, workshops, training, etc as scheduled;
• Provide secretarial duties, including handling of official correspondence with authorities, business registrations, etc;
• Provide support to the Country Director specific to the operational requirements of his/her position, such as schedule management, minute taking, report writing;
• Ensure office and property/facility management, including office cleanliness, organizing and overseeing maintenance and repair works on CBM premises or on CBM assets; facilitating and following up on Accessibility and Inclusion audits;
• Ensure professional receptionist services for the office;
• Organize security of the premises, keep up-to-date contact with Security Company and oversee the security guards work;
• Take responsibility for record-keeping and filing of important administrative office documentation; manage the office archives;
• Ensure a proper filing system for Administrative files is in place for both electronic and hard copy documents;
• Prepare and submit timely and informative quarterly reports to the Country Director

Procurement

• Proactively develop a procurement master plan to guide all procurement activities and deadlines for the year;
• Receive procurement requests, commence the procurement process and oversee the integrity of the process before payment is made;
• Ensuring that all procurement approvals, processes, decisions and challenges are adequately documented in an agreed format and filed on time;
• Maintain a robust supplier database of CBM preferred suppliers of goods and services across the Country. As a committee member, guide in the selection/use of pre-qualified suppliers; vendor rating to ensures fair vendor selection for all procurement processes per the set thresholds;
• Manage communication and relationships with all suppliers and contractors to facilitate smooth implementation of procurement procedures, identifying any issues that would impede timelines and delivery for resolutions;
• Act as a member of a vendor/supplier selection committee in procurement processes;
• Prepare and maintain the contract register and ensure all contracts are up to date as per the CBM’s policy. Conduct supplier assessment prior to contract renewal as per the procurement policies.

Inventory and Asset Management

• Ensure all CBM assets, equipment and vehicles are timely and adequately covered for risks through various applicable insurance products;
• Control and maintain a UCO asset register and inventory, in line with CBM or donor requirements, as applicable. Plan and execute the asset verification on a quarterly basis and update the register. Report on any variances;
• Maintain an up to date and accurate asset register by tracking, tagging, and archiving of asset lists/registers, with close collaboration with the Finance Manager;
• Coordinate timely disposal of old and obsolete office equipment and assets, as guided by CBM guidelines on disposal.

Minimum Qualifications for CBM Uganda Jobs 2021

• Bachelor’s degree in human resource management, General Management, Business Administration or related discipline
• Minimum 3 years’ experience within a similar position with a reputable organisation, preferably a development organisation
• CIPS or other Procurement qualification will be an added advantage
• Excellent interpersonal skills to form effective working relationships with people at all levels
• Excellent organisational skills and the ability to understand detailed information
• Maturity to deal with people at all levels of the organisation
• Demonstrates excellent organisational and time management skills as well as multi-task and meet deadlines with minimal supervision
• Ability to work under pressure, prioritize tasks efficiently and meet critical priorities.
• Highly organized and self-directed, comfortable working in a fast-paced environment with changing priorities and under minimal supervision.
• Ability to proactively anticipate any potential issues or risks for the office and submit appropriate recommendations to address them
• High level of professionalism, maturity and integrity when dealing with sensitive information and issues.
• Willingness to commit and adhere to CBM Code of conduct, CBM values and Safeguarding Policy
• An effective team player who is able to work diplomatically and with sensitivity with individuals from a variety of cultures, professions and personal backgrounds.
• Advantage of lived experience with disability.
• Strong analytical, conflict resolution and problem-solving skills

How To Apply for CBM Uganda Jobs 2021

Candidates with the required profile and proven experience, who meet these qualifications, are invited to submit via e-mail, a meaningful letter of motivation, stating why he/she wishes to work for CBM, CV, three professional references and salary expectations to info.uganda@cbm.org

Closing Date: 14th March 2021

World Direct is an equal opportunity employer. It fosters a multicultural work environment that values gender equity, teamwork, and respect for diversity.

NOTE:

No employer should ask you for money in return for advancement in the recruitment process or for being offered a position. Please contact Fresher Jobs Uganda if it ever happens with any of the jobs that we advertise.