Company: Self Help Africa
Location: Kampala, Uganda,
Contract type: Fixed terms,
Reports to: Head of Finance and Administration,
Deadline: Friday 18th August 2023.

About Self Help Africa 

Self Help Africa (SHA) is an international development organisation that works through agriculture and agri-enterprise development to end hunger and extreme poverty.

The organisation has programmes in 15 countries in sub-Saharan Africa and also implements projects in Brazil and Bangladesh.

In early 2023 we launched a new five-year organisation strategy, which defines shared mission as the alleviation of hunger, poverty, social inequality and the impact of climate change through community-led, market-based and enterprise-focused approaches, so that people can have access to nutritious food, clean water, decent employment and incomes, while sustaining natural resources.

More opportunities

Our wider organisation also includes social enterprise subsidiaries Partner Africa, which provides ethical auditing and consultancy services, TruTrade, an innovative trading platform in East Africa, and CUMO, Malawi’s largest micro-finance provider.

Our three core values are:
▪ Impact: We are accountable, ambitious and committed to systemic change.
▪ Innovation: We are agile, creative and enterprising in an ever-changing world.
▪ Community: We are inclusive, honest and have integrity in our relationships.

Job Purpose

The Operations and Human Resources Officer is responsible for providing general support to SHA operations in Uganda. This will include setting-up and maintaining office systems and providing Administrative, and Human Resource support services to the Country Office (CO).

They will ensure efficient delivery of administration and other support services and the Government of Uganda (GoU) laws regarding NGO operations.

They will ensure that offices are adequately set up, that all procedures and documents pertaining to administration and HR are in place and being followed.

They will be responsible for managing every aspect of the employment process, including orientation and training new staff members.

They will support the HoFA and the Country Director to ensure all aspects operations and HR policy are implemented and adhered.

Key Responsibilities

Administration and operations

  • Direct and coordinate administrative support services in SHA Uganda and to the wider group
  • Under the supervision of the HoFA, communicate with legal counsel to ensure all legal and regulatory documents are filed and monitor compliance with laws and regulations
  • Ensure and maintain standards for project offices across the organisation
  • Maintain office services in the Country Office (CO) by organizing office operations and procedures; controlling correspondence; reviewing and approving supply requisitions; assigning and monitoring clerical functions
  • Under the supervision of the HoFA, communicate the policies and strategies determined by the head office to employees
  • Ensure all project operations adhere to policies and regulations

Human Resources Management 

  • Line management of administration staff (Office Manager, Drivers, Office Attendant, Temporary Drivers) that are based in the CO
  • Support in recruitment & selection of partner project staff (SHA and partner staff / consultants) according to SHA HR guidelines and procurement procedures
  • Ensure that all staff comply with SHA personnel management policies and procedures, including performance planning and periodic appraisal processes and timely filing of time records
  • Create and implement effective onboarding plans
  • Support the management of disciplinary and grievance issues
  • Maintenance of employees records according to policy and legal requirements through electronic and hard copy of personnel files
  • Updates and keeps staff records as per SHA format
  • Complete all processing of pension scheme with relevant government offices starting from employee recruitment to termination or resignation.
  • In liaison with the Head of Programmes (HoP) ensure that all staff training needs are documented and discussed with HoFA for action as per Performance Development Reviews and a schedule for staff PDRs is developed and executed by staff supervisors
  • To ensure that all staff information/contracts/records are updated and uploaded onto Sales Force
  • Work with CD to maintain up-to-date job descriptions for all staff
  • To prepare quarterly HR reports to share with HQ Head of Human Resources
  • Work closely with the management team to set and/or implement policies, procedures and systems and to follow through with implementation.
  • Communicate all operating policies and/or issues at department meetings
  • Support the HoFA in preparation of monthly and quarterly reports as required

Records Management

  • Oversee the establishment, maintenance and continuous evaluation of central records systems for both soft and hard copies of ‘important’ organisational documents
  • Handle enquiries and requests for information on SHA from both internal and external clients
  • Archiving or destroying finished data/records
  • Assisting in tracking, locating and retrieving important (donor contracts, confidential files etc.) organisational documents by maintaining a central set of lists of key documents
  • Explore and develop partnership opportunities with current and potential external partners in the media, photography and other aspects of communication.

Communications Management

  • Ensure that communication and visibility plan is implemented according to the organisation guidelines
  • In partnership with the Head of Programmes ensure the right marketing for each project
  • Under the supervision of the HoFA, ensure the inner and outer communication and brand identity of the organisation is reinforced
  • Under the supervision of the HoFA, ensure consistency in the corporate branding of the organisation.

Key Relationships

Internal

  • Country Director,
  • HoFA,
  • HoP
  • Self Help Africa Uganda Country Programme Team and administrative staff project managers & other project staff
  • Wider Human Resources Global staff
  • Head Office Human Resources staff

External

Partner staff, government departments, private enterprises, donors, Civil society organisations

Knowledge, Experience and Other Requirements

  • Bachelors’ Degree level education in Human Resources, Business Administration, Social Studies or relevant field,
  • Demonstrated knowledge of handling HR/Admin & Finance of a comparable organisation with a minimum 5 years’ experience at a similar level;
  • A high level of knowledge of working with INGOs
  • Considerable experience in budgeting/financial procedures
  • Good knowledge and understanding of key aspects of development work; including food, nutrition and livelihood security and cross-cutting themes (e.g. youth, social inclusion, environment, HIV and AIDS);
  • Outstanding communication, interpersonal and presentation skills management and organizational skills, including proficiency in computer packages especially with MSOffice and other related packages;
  • Commitment to international and humanitarian NGO codes, standards and practises;
  • High level of integrity and high standards of personal conduct;

Desirable:

  • Attention to detail in delivery is key
  • Willingness to travel nationally and internationally.

To apply please upload a CV, Application form and cover letter here.

All candidates offered a job with Self Help Africa will be expected to sign our Safeguarding Policies and Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.  Specific roles may require Police/DBS/relevant police authority vetting.

Self Help Africa strives to be an equal opportunities employer.

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