Administration and Human Resources Officer at Education as a Vaccine (EVA)

Organization Unit: Finance and Administration
Reports to: Team Leader, Finance and Administration

Key Task and Responsibilities
Human Resource Management:

• Maintains the work structure by updating job requirements and job descriptions for all positions.
• Maintains organization staff by establishing a recruiting, testing, and interviewing program; counseling managers on candidate selection; conducting and analyzing exit interviews; recommending changes.
• Prepares employees for assignments by establishing and conducting orientation and training programs.
• Maintain and update pay schedule by conducting periodic pay surveys; scheduling and conducting job evaluations; preparing pay budgets; monitoring and scheduling individual staff pay actions; recommending, planning, and implementing pay structure revisions.
• Ensures planning, monitoring, and appraisal of employee work results by supervisors; scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors.
• Maintains employee benefits programs and informs employees of benefits by studying and assessing benefit needs and trends; recommending benefit programs to management; directing the processing of benefit claims; obtaining and evaluating benefit contract bids; awarding benefit contracts; designing and conducting educational programs on benefit programs.
• Ensures legal compliance by monitoring and implementing applicable human resource federal and state requirements; conducting investigations; maintaining records; representing the organization at hearings.
• Maintains management guidelines by preparing, updating, and recommending human resource policies and procedures.
• Maintains historical human resource records by designing a filing and retrieval system; keeping past and current records.
• Support yearly capacity audits of all organizational staff and document gaps in professional and technical knowledge and skills.
• Sources for and advises management of opportunities for staff to develop professional and technical knowledge through educational workshops; reviewing professional publications; establishing personal networks
• Supervises team members working under Admin and HR sub-unit and follows up on tasks and work results

Office and facility management:

• Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Create system and procedures to protect the health and safety of all employees while on organizational premises.
• Maintains records of office assets and supplies according to Finance and Admin policies.
• Maintains office facilities, equipment, assets and supplies.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Convene, coordinate and document quarterly senior management meetings
• Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.

Procurement of goods and Services:

• Design and execute successful sourcing strategies for supplies, goods and services in line with procurement policy
• Identify quality suppliers and initiate relationships with these suppliers and contractors
• Negotiate with external suppliers and contractors to secure advantageous terms in a transparent manner
• Prepare purchase orders in consultations with various team members
• Coordinate bid comparison committee
• Prepare contracts and agreements in line with organizational policy and government guidelines.
• Foresee unexpected events through proper analysis and control measures
• Propose updates and reviews to procurement policy accordingly
• Control spending and build a culture of long-term savings on procurement

Working Relationships:

• The AHRO will report directly to the Team Leader, Finance and Admin. S/He will work and support all teams within the organization to deliver on their mandates.
• S/He will be responsible for supervising Admin/Office Assistants, Receptionist and Drivers. Serve as the secretary of the Senior Management Team.

Qualifications

• Bachelor's degree (or equivalent) in Business Administration, Accounting, Economics, or related academic fields.
• 2-5 years working experience.
• Strong analytical skills with keen sense of discretion and organization management skills.
• Strong human relations skills, in addition to being proactive
• Good oral and writing communication skills.
• Attitude to work as change agent that believes in a continuous improvement approach.
• Proficiency with Microsoft Office suite.
• Fluency in English