Job Vacancy at Helen Keller International – Human Resources and Administration / Operations Manager

Helen Keller International (HKI) is an international, non-profit organization, with 21 country offices worldwide. Created in 1915, HKI’s mission is to save the sight and lives of the most vulnerable and disadvantaged by combating the causes and consequences of blindness and malnutrition through evidence-based programs. HKI opened in Sierra Leone in 2004 and currently receives funding from USAID, Irish Aid, UNICEF and others.

HKI’s portfolio of programs covers a diverse range of infectious disease control/elimination and nutrition programs that target vulnerable communities, households and family members. HKI is lead partner for the Ministry of Health, Sanitation integrated community-based program to control/eliminate onchocerciasis, lymphatic filariasis, schistosomiasis, and soil transmitted helminths through mass drug administration. Within its nutrition programs, HKI currently supports the government in its two programs; Six Monthly Contact Point and Orange Flesh Sweet Potato.

In line with our global mission, HKI’s main objective in Sierra Leone is to support the government to develop policies and programs that address mortality and morbidity associated with malnutrition; and morbidity and disability caused by neglected tropical diseases and to assist the country to achieve the Sustainable Development

Functional Relationships

Under the supervision of the Deputy Country Director, the Human Resources and Administration Manager (HRAM) is responsible for all Helen Keller Int’l human resources, administrative and operations activities in the Sierra Leone office. He/she will ensure the enforcement of internal regulations, policies and procedures. He/she will supervise the HR, admin & operations team. He/she will advise and support project/program coordinators and managers to ensure that projects run smoothly. The HRAM works in close coordination with the Finance Manager and the program team. He/She will have a dotted line to the Regional HR Manager on all HR related issues and work closely with Global Operations and Procurement teams

General Administration:

• An efficient filing system for important office documents;

• Overseeing security guards’ performance and office access;

• Office and residence rental agreement renewals;

• Work permits, residential permits, visa renewals for international staff;

• Collect and prepare all necessary documentation for INGO registration and attestation;

• Coordinate the annual mandatory trainings for all staff.

• Responsible for all Administrative duties as assigned by supervisor;

• Support the DCD attend SLANGO and other NGO forum meetings whenever delegated;

• Responsible for international visitor’s visa processing, hotel booking and key security brief before arrival.

• Responsible for renewal of Visas and work permits for international staff.

Human Resources Management:

• Lead the HR function and advise the Deputy Country Director (DCD) and Country Director (CD) on all HR related issues.

• Develop and implement HR initiatives which are aligned with the overall business strategy of the Country Office in liaison with the Regional HR manager

• Nurture a positive and respectful work environment and culture.

• Manage the end-to-end recruitment process as per Helen Keller’s policy

• Support DCD and CD in conflict resolution.

• Oversee and support the Conversations to Connect performance management system to drive high performance.

• Support and guide staff annual performance conversation and planning map process;

• Assess training needs with supervisor and monitor trainings.

• Support staff development through tracking of staff training especially learning@hki

• Ensure Country Office is complaint with all local legal requirement fo Human Resources Management

• Coordinate staff welfare activities

• Support CO compensation analysis by collecting data for birches and follow up communications;

  
  
  
  

Payroll and Human Resources/Personnel Administration

• Prepare Payroll, NASSIT and NRA before submission to Finance for monthly report update;

• Follow up with all staff to ensure timely submission of Timesheet and prepare monthly reports on status;

• Advise on new SL Gazette updates for input into the HR manual

• Updating Personnel data for the annual and midyear budgets;

• Updating employee data for new and departing staff;

• Responsible for Annual severance computation and severance payments as per request;

• Homere software, staff details, leave balances and monthly report to Regional Office, monthly reports to finance ;

• Maintain staff leave tracker and accordingly advise all staff on pending leave days on  monthly basis using Homere report;

• Health insurance. ensuring new staff added and departing staff deleted from CIGNA and quarterly payments;

• Employee separation process, (checklist, interview, end of service benefits)

• Monthly review of NetSuite and follow up with HQ to ensure data is updated;

• Country Office Quarterly HR report to Regional office;

• Manage staff leave ensuring a leave plan is in place at the start of each calendar year Ensure all job description are kept in soft copy and hard copies in personnel files;

• Recruitment - adverts, coordination of shortlists, interviews, contracts and orientation;

• Maintain personnel files in accordance with Helen Keller HR filing guidelines;

• Track staff contract’s expiry and facilitate their renewal upon approval by the CD and submission of Performance Conversations and Planning Maps;

Procurement and Purchasing

• Oversee purchasing of all supplies and services including solicitation of quotations, preparing vendor selection sheets, local purchase orders and verifying deliveries, quality of goods and invoices.

• Updating of procurement register daily/ as an when requests are received and procurement processes are completed

• Play a major role in the process to contract vendors for a yearlong blanket contracts for routine supplies.

• Work closely with Projects/Programs to assist in the development of annual (or other) procurement plans. Consolidate and manage the country procurement plan and ensure implementation.

• Liaise with DCD for all Purchase Requests that contain a restricted or ineligible good/service by checking the USAID Restricted and Ineligible Goods.

• Ensure checks for Preventing Terrorist Funding for vendors using available search engines for vendors selected to supply goods/services are completed.

• Liaise with Internal Procurement Committee on all purchases per required threshold.

• Verify Withholding tax certificates from vendors before payment is made.

• Review Purchase Order log and ensure procurements are completed timely and according to established policy. Take steps to rectify challenges.

• Conduct procurement files review for all purchase documents for easy reference including copies of purchase request, quotations, purchase orders, delivery notes and invoices in the Procurement file.

• Maintain vendor prequalified list for Helen Keller use for goods/services (including office equipment, IT services, communications, courier, transport, guard services, hotel providers, etc.) through the use of Long term Agreements

• Process customs clearance for external purchases.

• Maintain an up-to-date procurement tracker for all goods and services to be procured.

Local Consultant Agreements

• Issue agreements in accordance with selected consultants done by recruiting staff and negotiate rates by the DCD for local consultants, according to established policy.

• Maintain consultant files and conduct files review for completeness.

• Ensure procurement process, payment, documentation is complete, deliverables accepted by project teams and procedures adhered to

General

• • Ensure that the Procurement Unit provides a Customer service / client-oriented service which is seen to add value to all Projects/Programs

  • Ensure actions are governed by the highest standards of personal and business conduct as stipulated in the Procurement Policy Guidelines. Be able to train other staff in proper procurement procedures to ensure compliance with established MSH and donor policies and procedures.

  • Contribute to maintaining teamwork, discipline, sound work relationships and productivity.

Qualifications

• At least Master’s in human resources management, business administration, logistics, or other relevant domains

• Minimum ten years’ experience in with stead progress in responsibilities and 3 years’ experience in a management position , preferably for an International NGO, in HR, admin and operations

• Knowledge of USAID Procurement Regulations

• Demonstrated experience in management and supervision of HR Admin & operations staff

• Highly computer literate, including knowledge of Microsoft office suite (Word; PowerPoint; Outlook), and strong Excel skills, including pivot tables.

• Good knowledge of local laws and procedures for HR  Admin & operations

• Ability to:

  • perform duties that require close attention to detail;

  • prioritize workload, assume responsibility for work, and follow through to completion.

  • Maintain balance when under stress.

  • Work in a decentralized organizational structure with a highly collaborative approach.

To Apply

Qualified candidates should submit a cover letter and resume to:

[email protected]

noting the job title in the subject line.  Applications will be accepted until 15th June 2021.

Please note that a copy of your application letter must be sent to the NGO Desk officer, Ministry of Labor, New England. A photocopy of a valid labor card should be attached to all applications

In the spirit of our namesake, Helen Keller is dedicated to building an inclusive workforce where diversity of all types is fully valued.

All qualified applicants will receive consideration for employment without regard to ethnicity, race, caste, color, religion, sex, national origin, age, disability, or any other characteristic that has no bearing on the ability to perform the required job duties.

We are committed to providing reasonable accommodation to individuals with disabilities.

If you are a qualified individual with a disability and need to request an accommodation during the application or interview process, please contact us at the email above or Tel: +232 76 85 96 25.

HELEN KELLER INTL:

• DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, TEST, AND INTERVIEW MEETING, PROCESSING, OR TRAINING).

• DOES NOT ASK FOR INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

• DOES NOT RECRUIT THROUGH ANY RECRUITMENT AGENCY.