Job Vacancy at Joint Aid Management (JAM) – Human Resource & Administration Manager

JOB DESCRIPTION

Job Title: Human Resource & Administration Manager
Department: Human Resource
Reports to (Function): Country Director
Location: Sierra Leone
Job Grade: TBD

Position Purpose

To contribute to the development of the Sierra Leone HR strategy and lead on the delivery the HR business plan. To ensure that the HR functions proactively supports the organization to achieve its objectives. To lead, develop and motivate an effective and professional HR team.

Provide leadership for the coordination and management of the Sierra Leone Administration Department for the effective and efficient delivery of support service.

Key Performance Indicators (Weighting) 40%

The following outcomes will be expected to be achieved by the post holder

1. HR Management, Organizational development and Strategy Development

• Manage the HR team ensuring that they are clear about expected standards of performance, motivated and developed to provide professional HR services;
• Continually review and monitor progress against the HR action and objectives and ensure that staff and budget resources are appropriately allocated and deployed;
• Develop mechanisms to monitor the effectiveness of Human Resources and produce regular reports on key HR agreed standards; performance indicators to ensure service delivery is consistent and in line with required outputs.
• Ensure that effective learning and development, recruitment and health and safety strategies, procedures and policies are developed, implemented and monitored.
• Manage and monitor the effectiveness of service level agreements between JAM and external contractors for HR Services
• Ensure efficiency in immigration processes for work permits, by ensuring that all employer requirements are fulfilled
• Manage and lead on HR projects and initiatives ensuring that implementation is achieved on time and within budget.
• Advises, interprets and provides direction to management and staff on Board of policy and rules and procedures involving employment, employer and employee relations, salary administration, training, benefits and organizational development

2. Reporting – Accurate, Timely and Relevant 10%

Submit monthly HR report to Country Director and GSO HR Manager.

• Submit monthly payroll reports to Finance
• Submit all statutory reports as per country labour laws

3. Internal Communications 5%

• Ensure that effective communication mechanisms are in place to make sure that JAM Sierra Leone maximizes opportunities for communication and consultation, and obtains buy in and commitment of staff and managers.
• Ensure that all relevant HR information is communicated to all employees

4. Disciplinary and Organizational Restructure 10%

• Reviews documentation to support disciplinary actions; investigates employee grievances and participates in their resolution; reviews employee appeals, determines appropriate action, and assists in the resolution through negotiation with employees and supervisors
• Ensure all disciplinary processes are strictly adhered to.
• Advise managers on process to be followed
• Preparation of all disciplinary documentation
• Represent company during disciplinary enquiries
• Prepare all documentation and in correspondence with company legal representative in collaboration with Country Manager
• Liaise with legal representative on any uncertainties regarding labor laws and legislation and changes in laws
• Ensure full legal process followed regarding any company restructure in consultation with Country Manager and Legal Representative
• Preparation of all documentation for Restructures
• Represent company in each restructure consultation with each employee
• Preparation of all warning letters in accordance with type of misconduct and previous warnings
• Preparation and submission of all disciplinary enquiries inclusive of suspensions
• Assist with conflict between employees when required
• Handle all official employee grievances

5. Staff Engagement 5%

• Identify the staff care needs through regular meetings with the staff
• Advice the management of potential problem areas in relation to the staff well-being and recommend/implement solutions as appropriate
• In consultation with management and HR team provide staff care support when needed

6. Polices, systems and procedures 10%

• Ensure that effective and appropriate HR Policies and Procedures are in place which meets legal requirements, best practice and organizational objectives
• Ensure that managers and staff receive effective and appropriate advice and support on the implementation and interpretation of HR policies and procedures
• Ensure proper and regular awareness raising of all country level staff on available HR policies, systems and procedures and any changes and updates
• Provide advice and necessary support and coaching to the managers and staff in relation to the HR policies, procedures and systems

7. Staffing and recruitment 5%

• In collaboration with management team carry out the workforce planning process, planning timelines and guidelines
• Provide end-to-end support for the hiring managers to fill the vacancies in a timely manner with the HR team
• Provide regular staffing updates to management
• Provides support to recruitment process and participate in selection as appropriate
• Conducts candidate recruitment process; reviews and evaluates employee qualifications; maintains eligible applicant pools and refers candidates to hiring departments

8. Compensation and benefits 5%

• Ensure JAM compensation/benefit structure are update appropriately
• Assure job grading system is followed for all JAM roles as outlined in the organizational structure

9. Leadership of Admin support 5%

• Directly supervise the Administration team and provide guidance in the development of operational standards
• Ensure performance management of the HR and Admin department
• Provide inputs and coordinate the development of strategies to ensure a high degree of standardization, consolidation and rationalization of systems, processes, policies and procedures to improve the quality to Admin department.
• Manage day to day administration of the Admin department, and deal with problems and emergencies as needed/arise
• 10. General 5%
• Preparation of trip budgets
• Ensure that all areas of responsibility meet Health and Safety regulations and guidelines
• Ensure compliance to departmental policies and procedures
• Monthly commitment budget for HR and Admin department
• Annual HR and Admin Budget
• Ensure budget is used in the most efficient and effective way

Knowledge, Skills and Abilities

Bachelor's degree in Personnel or Business Administration or related field and five years of professional human resources experience; OR, Six years of progressively responsible human resources experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved

• About 3 years’ experience in a generalist or senior HR role
• About 3 years’ experience of leading and managing people
• Experience of dealing with difficult and sensitive situations in a diplomatic and professional manner
• Ability to ensure that the highest standards of quality and customer care are achieved
• Knowledge and sensitivity of cross-cultural communication and dynamics, and ability to interact with people from various cultures and levels within the organisation.
• Flexibility in diverse contexts, and ability to work under pressure.
• Clear and professional communication skills, both verbal and written.
• Ability to collaborate and contribute in a team environment and build and promote team spirit.
• Willingness to learn.
• Up to date knowledge of employment legislation and HR best practice.
• Effective written and verbal communication and presentation skills
• Ability to seek out, manage and influence opportunities for continuous improvement and change
• Knowledge of principles, practices and standards of human resource administration
• Intermediate MS Office skills
• Must be prepared to travel to the field operations at least 60% of the time
• • Fluency in English; Depending on location, Creole also preferred.
• • Ability to travel as requested and work in some locations with very basic amenities

Other Responsibilities

• Perform other duties as assigned.

Disclaimer: Please note that only shortlisted candidates will be contacted

Please send all CV’s to [email protected]

Please send all CV’s to [email protected]