Human Resources and Operations Manager

ZA
3 weeks ago
Job ID
2017-2995
Category
International Positions

Overview

Human Resources and Operations Manager is responsible for managing office operations and procedures in order to ensure organizational effectiveness, efficiency, and compliance. This position reports to the Project Director and is responsible for providing support to Jhpiego office and activities across South Africa, as well as intermittent support to other Jhpiego offices in Southern Africa, as assigned. Jhpiego has been working in South Africa through CDC other funding since 2010 supporting the National and Provincial Departments of Health in the provision of quality health and social services.  Only candidates with South African work authorization will be considered.

Responsibilities

HR Management:

  • Develop and ensure implementation of HR policies, procedures and guidelines on issues such as performance management, salaries and benefits, working relations, disciplinary procedures and professional development
  • Learn and oversee the Jhpiego online portal system (“JEMS”) used to manage performance evaluations, timesheets and staff records; ensure accounts are kept up to date, and that records are  maintained up to standard
  • Guide supervisors on the development of job descriptions (JD) for all staff and ensure that the JDs are kept up to date
  • Lead the process of recruitment, placement, and onboarding of skilled employees for Jhpiego South Africa; including consultants and seconded staff, and prepare their contracts and packages
  • Develop orientation schedules and work with relevant supervisors on the orientation of new staff
  • Establish and maintain complete and accurate personnel files
  • Advise the program staff on salary and benefits to ensure that Jhpiego South Africa is competitive in the NGO sector and pay scales are periodically reviewed in accordance with Jhpiego HR policy
  • Liaise with Jhpiego’s medical aid provider and manage Jhpiego’s applications with the provider to ensure employees are enrolled and payments are made on time each month
  • Develop a staff development plan in consultation with technical leadership at Jhpiego South Africa to ensure continuous learning and development of staff, as well as addressing gaps in performance and skill
  • Oversee that staff and supervisors develop 90-day and annual objectives on time and that reviews are done accordingly; guiding on that process where necessary
  • Maintain staff knowledge of all Jhpiego workplace policies and facilitate compliance through refresher trainings
  • Listen to grievances and implement disciplinary procedures in line with Jhpiego policy and South African laws.
  • In collaboration with Jhpiego South African leadership, plan and support morale activities for the Jhpiego team members
  • Administer leave, promotions, termination, and resignations of employees
  • Interpret and advise the Project Director on employment legislation and represent Jhpiego on labour relations issues, engaging local consultants as needed
  • Oversee locum and volunteer contracts, and coordinate with those staff members to ensure timesheets are submitted on time each month
  • Ensure all staff providing medical services have appropriate and up to date licenses and coordinate with Jhpiego HQ to ensure malpractice insurance is maintained for all staff as required.
     

Administration and Operations:

  • Develop and enforce admin policies such as vehicle policy, travel and per diem policy, IT policy, and  security policy
  • Oversee logistical support to Jhpiego South Africa in areas of office space, transportation, and communications
  • Supervise administrative assistant staff and drivers when/as required
  • Manage and oversee leases and rental agreements
  • Ensure proper management of the Jhpiego-owned and rented vehicles
  • Ensure expatriate staff and their dependents, along with Jhpiego travelers, obtain appropriate work visas and/or residence permits to be in South Africa
  • Ensure adequate security is in place to safeguard office space and vehicles; coordinate with Jhpiego HQ to ensure all staff receive appropriate security orientations and manage the security plan for the Jhpiego South Africa office
  • Oversee the management and ordering of office supplies and stationery
  • Assist with pay roll review each month
  • Facilitate routine access to information technology services (phone and internet) including identifying and liaising with IT support providers
  • Liaise with Headquarters staff to ensure new staff are set-up with Jhpiego emails and accounts
  • Support and coordinate travel arrangements for Jhpiego staff in South Africa and visitors
  • Assist to develop and manage office procurement systems including establish preferred vendors, soliciting bids for procurement of supplies and equipment; and tracking and managing procurement in conjunction with the office’s Finance and Technical personnel.
  • Perform other related duties as required.

Required Qualifications

  • BA in Human Resources Management or equivalent with 9+ years' experience or Master's degree in related field with 7+ years' experience
  • Proven understanding and familiarity with of Labour Laws of South Africa
  • Ability to manage employee matters and salaries with confidentiality
  • Demonstrated ability to effectively manage several major activities simultaneously
  • Proficiency in Microsoft Office software applications
  • Strong interpersonal, writing, and oral communication (English required and a local language preferred)
  • Ability to work independently in an unstructured environment as well as with a team
  • Strong intellectual and analytical skills
  • Be self-motivated, organized and detail-oriented
  • Ability to demonstrate strong time management and organization skills
  • Excellent problem solving skills
  • Experience managing staff
  • Experience working in donor-funded NGOs and global organizations preferred
  • Ability to travel domestically as needed, with possible but infrequent travel to international Jhpiego offices

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