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JOB DESCRIPTIONJob Title:Human Resources and Administration CoordinatorDepartment:Operations DepartmentReports To:Operations Coordinator (Dotted Line to Country Director)Direct Reports: HR / Admin Manager, and Technical Support to HR Officer in AweilIndirect Reports: 3 – 1 HR / Admin Officer, 1 Cleaner, 1 CookOrganisational Background:Malaria Consortium is one of the world's leading non-profit organisations dedicated to thecomprehensive control of malaria and other communicable diseases in Africa and Southeast Asia.Malaria Consortium works with communities, government and non-government agencies, academicinstitutions, and local and international organisations, to ensure good evidence supports delivery ofeffective services, providing technical support for monitoring and evaluation of programmes andactivities for evidence-based decision-making and strategic planning. The organisation works toimprove not only the health of the individual, but also the capacity of national health systems, whichhelps relieve poverty and support improved economic prosperity.Country and Project Background:In addition to our malaria control work our five core programmes in South Sudan are; the provisionof community level treatment for childhood diseases for diarrhoea, pneumonia and malaria throughintegrated Community Case Management (iCCM); nutrition for under fives including emergencynutrition and SMART surveys; Health Systems Strengthening including HMIS and IECHC training atCounty Health Department level; LLIN continuous distribution pilot study and the recently concludedoperational research and support for mass drug administration on Neglected Tropical Diseases. Wealso work with the MoH on policy and guideline development.We have an office in Juba and a large sub office in Aweil, Northern Bar el Ghazal. Currently the SouthSudan office runs nine grants with approximately 21 International and 82 national staff and has aprojected income of 4m for the 2013/14 financial year.Job Purpose:The overarching purpose of the role is to coordinate the Human Resources and Administrativeservices for all staff through the rigorous application of Malaria Consortium policies and procedures.This will involve direct and supervisory involvement in international and national recruitment,international staff legal status oversight, and national staff payroll and benefits application, as wellas leading the disciplinary and grievance proceedings that may arise. It is vital that the incumbentensures that all Malaria Consortium policies and procedures are implemented fairly andtransparently, and that all staff have a clear understanding of their rights and responsibilities as theyapply to the human resources and administrative functions of the organisation.Last updated 12 March 20141 of 5
Key Accountabilities:HUMAN RESOURCESHR Policies and Strategies Monitor and direct the development and implementation of departmental systems toimprove performance. Review, develop and update HR policies and procedures in consultation with MalariaConsortium HR Manager London. Lead the annual review and updating of the Malaria Consortium HR Manual ensuring that itreflects global policies, good practice, and legal compliance. Keep up to date with changes in employment legislation, advising managers and employeesof significant changes and updating policies and procedures as required Develop and implement training modules for HR policies and procedures for seniormanagers, line managers, and all staff as necessary to improve compliance and properimplementation Liaise with other NGOs and Ministries regarding current HR issues and best practices Supervise the participation of Malaria Consortium in salary and benefits reviews with anexternal partner to ensure competitive compensation and benefits plans. Review data withsenior management and make suggestions for improvements where practicable. Advise senior management on pay and other remuneration issues, including promotion andbenefits and the development of standardised pay and title scales. Work with Malaria Consortium HR Manager London to develop and implement HR corporateprogrammes as assigned. Develop and implement trainings on the Malaria Consortium Performance Managementsystem Review and update the Learning and Professional Development Policy to ensure fairness andaccountability while improving the capacity of Malaria Consortium Staff to succeed in theirwork.Staff Management Line-manage the Human Resources Manager in his role of implementing Malaria ConsortiumHuman Resources and Administration policies and procedures Provide capacity building support and oversight to HR Officers in Juba and in the fieldRecruitment Lead the Senior Management Team and the line managers working for them through aprocess of staffing needs assessment Develop and implement training on the recruitment of national and international staff forSenior Management and line managers, including JDs, recruitment requests, selectioncriteria, shortlisting, testing, interview skills, and contracting Support recruitment and selection activities through the supervision of national staffimplementing recruitment tools and systems Develop and implement induction tools and formats with the heads of all departments, andensure their rigorous implementation to facilitate quick adaptation and Conduct inductionfor new recruits, including reference checks, work permit applications, medicals, inclusion onbenefits, office tours, and explaining HR policies and procedures and office administrationrequirementsLast updated 12 March 20142 of 5
Request set-up of email addresses for new recruits and coordinate with logistics to ensurethat computers / phones / radios are available as necessary. Keep logistics informed of newstaff arrivals and departures to manage assets and travel arrangements.Support managers on defining and implementing training for new recruitsAssist Country Director in international recruitment as requestedPerformance and Professional Development Management Coordinate the development and coordination of the Performance Appraisal Programme, inaccordance with Malaria Consortium’s global policy.Conduct training of management and staff in the performance appraisal process and skillsImplement and evaluate training programmes for staff development in accordance withMalaria Consortium’s policy and available budgets.Keep training records and budget up to date and report to managementMaintain and coordinate employee motivation and recognition programmes.Provide guidance to staff on career developmentEmployee Relations: Coordinate the application of disciplinary and grievance procedures for all staff, ensuring thehighest possible standards of discretion, confidentiality and impartiality are upheld by allMalaria 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 MalariaConsortium policies. Support managers through disciplinary and other employee relations matters Handle all employee relations issues for Malaria Consortium national staff including liaisonwith lawyers, Labour Office and authorities as appropriateStaff 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 successionplans.Administration: Maintain and disseminate accurate and up to date records (paper and electronic, includingCascade HR database) Develop / maintain is already established tracking systems and reports for: HR data for national and international staff contract renewals Database of visa status and renewals Database of work permit 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 Review Juba payroll each month before CD approval Review hardship allowances for International staff each month before CD approvalLast updated 12 March 20143 of 5
Review and approve R&R / annual leave application ensuring reasonable over lap of staffand correct budget codes on applicationsTrack R&R / annual leave claimed and taken with running log of remaining leave allocations,reporting on a monthly basis to CD with updatesAct as central point for Travel Authorization forms (link to recording staff leave) and workwith Logistics to ensure national and international flights are booked in timely manner.Manage the company benefits programmes including medical allowances, Providence Fundetc.Support Malaria Consortium HR Manager London on providing accurate data and reports asand when requiredMaintain and distribute the contact list monthly to all staffAttend Juba HR working Group and actively build HR networkOversee monthly collection of timesheets, ensuring accuracy before passing on to FinanceDepartment.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.PERSON SPECIFICATIONQualifications and ExperienceEssential: A Bachelor degree in Business Administration with specialization in Human ResourcesManagement, Education or a related discipline. At least 5 years’ experience working in a HR / Admin support sector. At least 2 years’ experience working in a INGO Experience in staff training and facilitation. Experience in general office administration. Ability to maintain confidentiality of all Human Resource information. A self-starter who is able to work on own initiative with limited supervision. Knowledge and experience using MS-Office packages. Good verbal and written skills including excellent written and spoken English.Desirable: A post-graduate qualification in Human Resources Management is desirable. Experience working in the context of South Sudan is desirable. Experience of insecure environments.Work Based Skills and Competencies:Essential: Initiative, leadership skills, works well with a diverse team Strong computer skills particularly Microsoft Office Requires minimal supervision; creative problem solving Understanding of procurement procedures and can demonstrate examples of putting theseprocedures into practice. Proficient in Microsoft systems and packages (Windows, Office, Outlook). Organisational and personal time management skills. Can demonstrate ability to prioritize. Flexible and able to adapt to a quickly changing environment by applying knowledge andexperience to solve unforeseen and unexpected problems.Last updated 12 March 20144 of 5
Positive attitudeEnergetic and interestedMethodical and pays attention to detail.THIS JOB DESCRIPTION IS AGREED BY CONTRACT DIRECTOR:SignDateTHIS JOB DESCRIPTION IS AGREED BY STAFF MEMBERSignDateLast updated 12 March 20145 of 5
Consortium HR Manager London. Lead the annual 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
