The Human Resources and Administration Manager is a member of the country programme leadership team. S/he has responsibility for human resource management and supporting organizational development. S/he is responsible for ensuring that all members of staff have the opportunity to reach their full potential. This will involve developing a learning and development strategy which is aligned to key strategic objectives and supports the further development of an organizational culture that is in line with the Mary’s Meals values. As the head of the HR function in MMZ, s/he will be responsible for maintaining a positive approach to employee relations; recruitment; staffing; training and development; probation and performance appraisals; employee counselling, and disciplinary and grievance procedures as well as liaison with legal practitioners when necessary. The position holder will also provide advice and assistance to Mary’s Meals Zambia’s staff. This includes information on training needs and opportunities, job descriptions, appraisals and policies. S/he is also responsible for coordinating the security function of MMZ and the administration function of Mary’s Meals Zambia. The Human Resources and Administration Manager plays a key role in ensuring that Mary’s Meals’ vision, mission and values are central to organisational decision making and people management.
Responsibilities and Key Duties
1. Positive employee relations.
Work closely with the various functional heads and managers to provide them with guidance, coaching and support on the full range of HR policies and activities;
Ensuring that managers and staff are aware of Mary’s Meals Zambia policies and procedures and able to operate within these policies and procedures.
Ensuring that staff are informed and updated on key organisational issues and changes as they occur.
Manage investigations, disciplinary and grievance matters in conjunction with other leaders.
Provide advice and guidance on individual employee relations cases, ensuring that these are well managed and meet the requirements of the Mary’s Meals’ policies of best practice and employment legislation.
2. Provide support to develop the skills and capabilities of staff.
Ensure that accurate and up to date job descriptions are in place;
In consultation with other managers, follow up individual/team development needs and source internal and external training provision as and when required;
Monitor and review the appraisal systems and develop as necessary, ensuring that appraisals are carried out in a timely manner and followed up;
Provide advice and assistance when conducting staff appraisals;
Organize staff training sessions, workshops and activities in collaboration with managers;
Ensure that all learning and development activities are evaluated accordingly;
Provide counselling to staff who have performance related obstacles in collaboration with their managers;
Organise and coordinate inductions for new recruits and check out meetings for those leaving the organization.
3. Monitor staff attendance and absence.
Monitoring sickness and absence levels and provide monthly reports to the Country leadership with a view of exploring support strategies for staff.
Investigating and reporting causes for staff absences.
Recommend solutions to resolve chronic attendance difficulties.
Provide counselling to staff who have absence related obstacles in collaboration with line managers;
Monitor scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered to ensure continuity of programme delivery;
Manage maternity and paternity leave administration and requests for Time off in Lieu (TOIL).
4. Coordinate staff recruitment and selection processes:
Prepare, develop and implement procedures and policies on staff recruitment;
Provide advice and assistance to managers on staff recruitment;
Prepare notices and advertisements for vacant staff positions;
Schedule and organise interviews;
Participate in interviews;
Conduct reference checks on candidates as required;
Inform unsuccessful applicants;
Coordinate inductions for new staff;
Conduct exit interviews.
5. Implementation of policies and procedures.
Ensure that the MMZ HR policies are updated as required and meet national employment standards and legislation.
Promote workplace safety procedures.
Manage staff health issues and medical referrals including the administration of the staff medical scheme.
Ensure that all insurance claims for work related injuries or losses are filed and followed through within reasonable time.
Ensure that changes to payroll are communicated in a timely manner to the Finance Department and all concerned people.
Act as one of the MMZ designated Child Protection Officers.
As requested by senior management, gather and analyse data to bench-mark Mary’s Meals Zambia terms and conditions and make recommendations as appropriate.
Assist with the annual salary review processes, as and when required.
6. Support to expatriate staff:
Support expatriate staff to process visa applications, residence and employment permits and to obtain driving licence as necessary.
Help in travel arrangements as and when need arises.
Support them in identifying suitable health care while in Zambia.
Link with the HRM at MMI to manage expatriate holidays.
Ensuring the safety and security policy and associated procedures are implemented including reviewing and adjusting as necessary.
Assist with the preparation, maintenance and updating of security plans including contingency plans in accordance with Mary’s Meals security guidelines.
Assist in the supervision (or liaison if outsourced) and capacity building of security guards for residential and office properties.
Maintain all security data including an updated list of all staff, including all the details of visitors.
Ensure that staff members are kept informed of matters affecting their safety and security and making appropriate arrangement for briefing new staff and visitors
Provide advice and training to personnel and eligible dependents on security matters, as assigned;
Establish security coordination/liaison with the local security authorities which will involve developing good contacts with national law enforcement agencies, with a view to obtain the best possible protection for staff members.
Act as a liaison on security matters with other NGOs operating in the area to ensure the best possible coordination on security related matters, and safe delivery of programmes.
Assisting in maintaining and evaluating tracking systems and assist in the coordination of a 24-hour Emergency Response System.
Maintaining lines of communication with security focal points in our remote offices.
Ensure that fire prevention devices and fire-fighting equipment are available on all premises and that they are always in good working order.
Facilitating fire training and regularly simulating fire drills.
Conducting routine physical security inspections and evaluations of office facilities and dwelling houses.
Facilitate investigation of security-related incidents, including near misses, involving staff, visitors or eligible dependents.
Coordinate issuance of identity cards as appropriate.
Acts as Duty Officer within the Security function.
A Degree in Human Resource Management, Business Administration/Management, People Management, Leadership or any other relevant discipline.
Fully up-to-date with all aspects of employment law in general and specifically for Zambia and contemporary HR best practice.
Experience in the development and implementation of employment policies and procedures.
Experience at recruitment interviewing and assessment at a senior level.
Ability to work autonomously and flexibly.
Influencing, persuading, coaching and negotiating skills.
Excellent interpersonal, written and verbal communication skills.
Excellent planning and organisation skills to meet deadlines.
Proficient in the use of MS Office applications, email and the internet.
Working knowledge of HR systems.
Remuneration will depend on experience
Applications to be addressed to the following before close of play on Friday 2nd December, 2016;
Head of Finance and Operations
Mary’s Meals Zambia
P.O Box 510302
Or via email to;
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