Malaria Consortium: Human Resource and Administration Manager

Employment in South Sudan as Human Resource and Administration Manager

Organization: Malaria Consortium
Country: South Sudan
Closing date: 15 Feb 2017

HUMAN RESOURCES

HR Policies and Strategies

• Review, develop and update HR policies and procedures in consultation with Malaria Consortium HR Manager London.
• Provide support for the regular review and updating of the Malaria Consortium HR Manual ensuring that it reflects global policies, good practice, and legal compliance.
• Keep up to date with changes in employment legislation, advising managers and employees of significant changes and updating policies and procedures as required
• Liaise with other NGOs and Ministries regarding current HR issues and best practices
• Periodically (ideally at intervals of two years) conduct and participate in salary and benefits surveys to ensure competitive compensation and benefits plans. Review data with senior management and make suggestions for improvements where practicable.
• Develop and establish a graded pay scale for South Sudan with London HQ to align with international pay.
• Advise senior management on pay and other remuneration issues, including promotion and benefits and the development of standardised pay and title scales.
• Work with Malaria Consortium HR Manager London to develop and implement HR corporate programmes as assigned.
• Roll out objective setting and appraisal system ensuring ALL staff have objectives and have had at least one appraisal a year with their line manager during this contract period (detailed below in HR Admin).

Staff Management

• Directly manage the Human Resources Officer in Juba
• Provide technical support and oversight to HR Officers in the field
• Actively build the capacity of the HR Officers, including incorporating capacity building into field visits

Recruitment

• Coordinate with the Area Coordinators and Programme Managers to assess staffing needs and initiate the national recruitment process in accordance with Malaria Consortium global policies.
• Support recruitment and selection activities, providing input into Job Descriptions, developing and placing advertisements, shortlisting CVs, organising interviews, participating in interviews, maintaining records and, preparing contracts as required.
• Conduct training of management in selection and interview skills.
• Conduct induction for new recruits, including reference checks, work permit applications, medicals, inclusion on benefits, office tours, and explaining HR policies and procedures and office administration requirements
• Request set-up of email addresses for new recruits and coordinate with logistics to ensure that computers / phones / radios are available as necessary. Keep logistics informed of new staff arrivals and departures to manage assets and travel arrangements.
• Support managers on defining and implementing training for new recruits
• Assist Country Director in international recruitment as requested

Performance and Professional Development Management

• Develop and coordinate the Performance Appraisal Programme, in accordance with Malaria Consortium’s global policy.
• Conduct training of management and staff in the performance appraisal process and skills
• Implement and evaluate training programmes for staff development in accordance with Malaria Consortium’s policy and available budgets.
• Keep training records and budget up to date and report to management
• Maintain and coordinate employee motivation and recognition programmes.
• Provide guidance to staff on career development

Employee Relations:

• Coordinate the application of disciplinary and grievance procedures for all staff, ensuring the highest possible standards of discretion, confidentiality and impartiality are upheld by all Malaria Consortium staff.
• Represent employee issues to the country management team and vice versa.
• Provide counsel to all employees on issues concerning employee relations guided by Malaria Consortium policies.
• Support managers through disciplinary and other employee relations matters
• Handle all employee relations issues for Malaria Consortium national staff including liaison with lawyers, Labor Office and authorities as appropriate

Staff Exit Management:

• Initiate and coordinate the exit interview process and keep records.
• Provide Regional HR Officer with ex-pat leave balances and other relevant information.
• Develop and implement staff retention processes to minimize attrition rates
• Provide monthly turnover and attrition reports to management and develop staff succession plans.

Administration:

• Maintain and disseminate accurate and up to date records and reports (paper and electronic, including Cascade HR database)
• Develop / maintain already established tracking systems and reports for:
• HR data for national and international staff contract renewals
• Database of work permit and visa status and renewals
• Leave tracking (R&R and annual leave)
• Leave tracking (illness and absence including following up on medical certificated)
• Medical expense tracking for national staff in line with allowance
• Prepare Juba payroll each month before CD approval
• Prepare hardship allowances for International staff each month before CD approval
• Review and approve R&R / annual leave application ensuring reasonable over lap of staff and correct budget codes on applications
• Track R&R / annual leave claimed and taken with running log of remaining leave allocations, reporting on a monthly basis to CD with updates
• Act as central point for Travel Authorization forms (link to recording staff leave) and work with Logistics officer to ensure national and international flights are booked in timely manner.
• Manage the organization’s benefits programme including medical allowances, Providence Fund etc.
• Support Malaria Consortium HR London and Region on providing accurate data and reports as and when required
• Maintain and distribute the contact list monthly to all staff
• Attend Juba HR NGO Forum Working Group and actively build HR network
• Oversee monthly collection of timesheets, ensuring accuracy before passing on to Finance Department.
• Ensure HR / Admin Officer Juba makes flight bookings for staff travelling within or to and from South Sudan as well as arranging pickup at the airport.

Base Management (supervision of HR / Admin Officer)**:**

• Manage contracts for MC properties
• Manage contract for guards at office and GH in all sites (with central security service provider)
• Manage HR / Admin Officer who over sees cleaners and cleaning of office and GH
• Ensure that HR / Admin Officer registers staff with Alien Affairs upon their arrival in-country.
• Ensure that HR / Admin Officer reserves rooms in guesthouse / hotels for new staff/visitors.

How to apply:

Application Submission Criteria:

Please send a covering letter outlining how your skills and experience meet the Person Specification along with your CV to Human Resources at s.nyoke@malariaconsortium.org or submit your application to the Human Resource department, Malaria Consortium Office at Plot 367, Block 3-k South, First Class Residential, Thong Ping, Juba, South Sudan.

Note that due to the urgent need to fill this position, short-listing for candidates will begin immediately before the deadline closes.

Please indicate the position you are applying for in the subject line i.e. “Application for the position of “Human Resource & Administration Manager”

This Position is open to only Qualified South Sudanese, and Female Candidates are strongly encouraged to apply.

Note: Due to urgent need to fill this position MC may short list before application submission deadline closes.

We appreciate your application however, only short listed candidates will be contacted. If you have not been contacted within two weeks of the closing date we regret that your application has been unsuccessful. Please continue, however, to periodically review our website for other suitable opportunities. Thank you for your interest in Malaria Consortium.

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