وظائف شاغرة لدى منظمة (LUPD): مطلوب مدير/ة للموارد البشرية ومسؤول/ة عن الشؤون الإدارية (HR & Administrative manager)

About the job

The HR and Admin Manager is responsible for performing general Human Resources and Administration functions, playing a key role in the overall HR functions including, contract preparations, staff leaves/attendance, visas and work permits, lease agreements,

Your main duties and responsibilities will be:

Administrative Tasks:

1. Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed.
2. Manage all contract arrangements with lessors and ensure that contractual obligations are adhered to.
3. Lease new offices and houses by selecting suitable locations and preparing contracts.
4. Ensuring that stationery and other office materials are stocked and made efficient use of and where/when required, ensure kitchen/cleaning materials are maintained.
5. Prepare payment requests and follow up on invoices.
6. Receives and sends official correspondence and maintains a record of it.
7. Preparing correspondence, documentation, or presentation materials, this includes updating the staff directory
8. Performs administrative and archiving tasks.
9. Maintain a printed archive of important communications and contracts.
10. Responsible for preparing and submitting timely visit visas, work visas, work permits, and residency permits.
11. Arrange travel and accommodations for visitors and staff as and when required
12. Prepare payment and follow up on invoices for training venues.
13. Keep track of keys, IDs, and other administrative equipment distributed to staff, records should be established and signed by each staff member
14. Manage all contract arrangements with lessors and ensure that contractual obligations are adhered to and payments are tracked and made on a timely basis
15. Day-to-day supervision of the office cleaner.
16. Oversee all repairs and ensure that work is completed on time.
17. Perform other administrative tasks within the Admin scope of activities, as instructed by management.
18. Deal with all administrative aspects of general office and housing, including necessary repairs & and maintenance, which are completed promptly.
19. Monitor stationary inventory and place orders when necessary

HR Tasks:

1. Recruitment and Selection:

Maintain up-to-date recruitment progress reports, talent database and all related staffing communication.

Process all recruitment requests in an effective and timely manner.

Work with the management to improve recruitment in ways to minimize future faculty personnel problems and turnover.

Manage orientation programs for staff and also present HR policies and procedures;

2. Human Resource Information System:

Monitor timely update of personnel records (personal details, position, salary, appraisal outcomes, leave records, training and awards).

Liaise with the programs to understand all necessary aspects and needs of HR, and are updated of any new policies/procedures.

3. Compensation and Benefits:

Assist the finance department in payroll administration by providing input with respect to attendance, special payments, NSSF, etc.

Provide information to all employees regarding their entitlements.

4. Training and Development:

Continuous identification of training needs of the staff.

Organize appropriate training programs for employees and follow up on all training activities and make suggestions for deployment to enhance utility of the human capital.

5. Employee Relations:

Handle complaints, disputes and grievances of all employees.

Foster a conducive working environment through employee relations activities and communication.

Conduct exit interviews with employees leaving and provide feedback to their supervisors.

6.Rules and Regulations:

Review the HR Manual on a regular basis and update with any new policies and procedures as per the law of the country, and communicate to employees.

Maintain awareness and knowledge of latest HR developments, and communicate to relevant employees.

7. Reporting:

The Human Resources manager reports to the Executive Director.

8. Support in the performance system:

In direct coordination with the program’s manager, advising on disciplinary and employee performance problems.

Skills, Competencies and Qualifications:

Bachelor’s degree in business administration, or related field.

5+ years in an advanced HR role; NGO experience is a must.

Experience of reviewing and drafting HR Policies, procedures and guidelines and developing systems.

Experience of managing HR projects and Programs.

A general appreciation of the issues concerning NGO sector, both development and humanitarian issues.

Ability to plan and organize a substantial workload that includes complex, diverse tasks and responsibilities, very strong capacity for attention to detail, and problem-solving.

Efficient organizational skills.

A Passion for fairness, equity, diversity, and inclusion of all.

Team working and interpersonal skills.

Diplomacy and the ability to deal with situations that are stressful to others.

Meticulous attention to details.

Numeracy.

Excellent communication skills.

Strong working knowledge of Microsoft Office.

Fluency in verbal and written English language.

Abide by LUPD code of conduct.

Respect for PSEA Policy.