HR Admin Officer at Smiling Hearts Initiatives International

Qualification:  BA/BSc/HND

Experience:     5 years

Core Functions / Responsibilities

Unit Management:

• In coordination with the National Coordinator, oversee the Human Resources Management function in its Head Office including its Sub-Offices in accordance with SHI’s policies, procedures and practices.
• Supervise and monitor the work of the Human Resources staff in carrying out all human resources administrative transactions, including preparation of personnel actions, updating PRISM HR, and processing of contracts.
• Liaise with external SHI partners on HR-related policies. Act as a Focal Point for the external HR Companies in terms of recruitment and deployment of staff for working in emergency areas. Review and process all HR-related documentation received from the HR Companies.

PRISM HR Administration:

• Maintain Head Office PRISM HR module and keep its information up to date.
• Monitor and ensure effective administration of PRISM HR Organizational Management module.
• Monitor and supervise the maintenance of the personnel files and attendance records of the Head Office correctly and in line with SHI’s standards.
• Supervise the preparation of the monthly payroll for staff and related administrative actions.

HR Policy and Advisory:

• Assist with the roll-out and implementation of new policies, instructions, and procedures.
• Implement personnel policies and procedures for SHI staff.
• Recruitment, retention, professional development and training activities, separation and end of contract duties) remain consistent with the relevant SHI policies and procedures. Advice and support staff and managers on HR matters.
• Oversee the contractual situation and the administration of entitlements of staff as well as requests for promotions, recruitment, separation, etc.
• Liaise with Finance Section on delivery of benefits/privileges to staff in the field.
• support in managing administrative actions and in addressing grievances and resolving disciplinary matters.

Talent Management:

• Advice on staffing issues and oversee the elaboration of project staffing tables, including vacancies and use of temporary assistance to meet exceptional work requirements.
• In consultation with line managers, monitor and assess staffing needs and ensure effective workforce planning.
• Advice and support line managers in the recruitment processes for locally recruited personnel.
• Monitor compliance with the Staff Evaluation System (SES) within the Office, and advocate for timely completion of the performance management process in line with organizational deadlines. Provide support to all staff on business-related issues. As required, facilitate performance management discussions between staff and supervisors.
• Coordinate the planning and organizing of the staff development and training for SHI in close collaboration with Human Resources Management/ Staff Development and Learning (HRM/SDL).
• Collaborate with line managers in establishing staff development and training priorities and plans. Deliver induction and other forms of training to staff.

Monitoring and Reporting:

• Assist in the preparation of administrative reports that may be required in coordination with the Heads of Units/Programmes as required.
• Oversee the preparation of reports pertaining to personnel administration of staff, as required.
• Review audit recommendations on HR matters and, implement them within the HR function.
• Perform such other duties as may be assigned.

Procurement:

• Assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and costing.
• Draft an appropriate service level agreement to properly evaluate the performance of suppliers, and report on this on a regular basis.
• Responsible for order placement timing, supply / demand alignment, material replenishment and supplier performance.
• Monitor, evaluate and improve supplier performance, according to an appropriate Service Level Agreement, on a continuous basis
• Control and monitor expenses against approved budgets
• Develop sourcing strategies
• Cost saving budgeting and targeting
• Set and plan how to achieve supplier accreditation and service level management.
• Payment terms negotiation, optimization and management
• Maintain contracts with vendors.
• Review inventory and update as required.
• Receive orders from various departments.
• Initiate and keep track of orders.
• Receive, inspect and distribute orders.
• Reconcile or resolve order discrepancies with supplies.
• Monitor delivery times to ensure they are on time.
• Maintain good relationships with suppliers and renegotiate prices on a regular basis.
• Bar code assets and update asset register.

Required Qualifications and Experience

Education:

• Master’s Degree in Human Resources, Public Administration, Social Sciences or Business Administration or a related field from an accredited academic institution with five years of relevant professional experience; or
• University Degree in the above fields with five years of relevant professional experience;

Experience:

• Working experience in management and administration in all facets of HR, Talent acquisition, talent management, administration of staff contracts and entitlements, procurement and logistic, interpretation and implementation of staff rules and regulations and development of HR guidelines in a complex humanitarian environment;
• Previous working experience in an international organization is an advantage;
• A high degree of computer literacy is required; good knowledge of MS Office suite and PRISM is essential.

Skills:

• Ability to prepare clear and concise reports;
• Excellent communication and writing skills with the ability to analyses complex problems and identify and convey clear, rapid solutions;
• Strong general analytical skills; and,
• Strong organizational skills.

Languages:

• Proficient in English, which may include written and/or oral assessments.

Required Competencies:
Values – all SHI staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency maintain high ethical standards and act in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates an ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action-oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: work strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Competencies will be assessed during a competency-based interview.