Human Resource and Administration Manager job at Chemonics International Inc

Project: Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) Uganda
Reporting To: Director Operations or his/her designee
Level Of Effort: Long-term (LT)
Location: Kampala, Uganda with intermittent travel throughout the program’s target regions as needed.

Background

The purpose of the Global Health Supply Chain - Procurement and Supply Management (GHSC-PSM) Program is to ensure uninterrupted supplies of health commodities in support of United States Government (USG)-funded public health initiatives around the world. In supporting USG-funded global health activities, GHSC-PSM develops and manages a wide array of services for health commodity procurement and related systems strengthening technical assistance encompassing different elements of a comprehensive supply chain.

At the country level, GHSC-PSM supports country strategies and priorities that fall under the following three project objectives:

• Global Commodity Procurement and Logistics
• Systems and operational support
• Global and local collaboration to improve availability of health commodities

Role purpose

The Human Resources (HR) and Administration Manager will be responsible for administering, overseeing and managing all HR and administration operations related issues pertaining to the GHSC-PSM project in Uganda. These include, but are not limited to, talent acquisition, onboarding and retention; policy and regulatory compliance; performance management; employee relations, benefits and workplace culture administration, HR records management and administration; and supervision of assigned project staff.

Principal Duties and Responsibilities

1) Talent Acquisition & Onboarding

• Oversee and manage full-cycle recruitment in compliance with procedures and regulations, including drafting job descriptions and interview questions, shortlisting and pre-screening candidates, conducting reference checks, negotiating offers, and collecting/verifying required documentation (e.g., biographical data sheets).
• Develop and manage the onboarding process for all new hires, ensuring adequate training on the project and relevant Chemonics policies and effective assimilation into Chemonics’ culture.

2) HR Operations, Records & Compliance

• Confirm all new hire paperwork is submitted, and personnel files are complete and compliant (soft copies) within Chemonics policy, local labour laws, and Department of State (DOS) regulations.
• Ensure personnel and recruitment files are maintained on SharePoint per requirements, upholding confidentiality and data security.
• Ensure all HR management practices conform to project and Chemonics policies, best practices, DOS rules and regulations, and local labour laws.
• Ensure the field office policy manual, and short-/long-term Employment Agreement (EA) templates are up to date; coordinate regular reviews with the Director of Operations, other Chemonics projects in Uganda, and local legal counsel; communicate changes as applicable.

3) Employee Relations & Workplace Culture Administration

• Work closely with the assigned supervisor on staff communications and labour law compliance, helping to ensure a positive and thriving work environment for all staff.
• Partner with supervisors to create a free and open communication work environment where employee relations are addressed before they escalate to disciplinary or grievance matters.

4) Compensation & Benefits Administration

• Manage and administer benefits in line with the scheme provisions and labour law requirements; escalate changes or improvement suggestions to the Operations Director and Country Director as needed.
• Assist in the management of employee benefits (e.g. insurance), liaising with providers to ensure quality service delivery.
• Work closely with the finance team to ensure payroll accuracy; including confirming salary rates for new employees and communicating any changes in staff salaries following the completion of a given performance cycle or upon receipt of salary change approvals.
• Maintain accurate leave records and validate timesheet reports prior to their submission to the finance team for payroll processing.

5) Performance Management

• Manage the probation and annual performance appraisal process and ensure procedures are timely communicated and followed up.
• Provide routine performance feedback to supervised administrative staff.

6) Administration & Supervision

• Supervise, mentor and coach assigned administrative staff and support them in setting annual goals against which performance will be assessed.
• Conduct performance appraisals, identify skills gaps, and coordinate training needs.
• Manage team schedules, leave planning, and workload distribution

7) Other duties that may from time to time be assigned by the supervisor.

Qualifications and Desired Attributes

• Bachelor's degree in human resource management or relevant discipline required; a master’s or other advanced degree is an added advantage.
• Certified HR practitioner.
• Minimum five (5) years of experience as human resources manager for medium to large development projects and/or organizations. Experience working with USAID, CDC, the Department of State or any other organization applying US Government human resource management principles is an added advantage.
• Well-versed in, and experienced with, Ugandan labor laws, personnel benefits and taxes required; ability to interpret local labor laws, previous experience interacting with labor counsel preferred.
• Ability to supervise, mentor, and manage staff effectively.
• Computer skills including strong knowledge of Microsoft Excel, Word and Office applications.
• Ability to exercise confidentiality and high levels of professionalism.
• Strong negotiation, interpersonal, written, and oral communications skills.
• Demonstrated leadership, versatility, and integrity.
• Fluency in written and spoken English is required.

• Oversee and manage full-cycle recruitment in compliance with procedures and regulations, including drafting job descriptions and interview questions, shortlisting and pre-screening candidates, conducting reference checks, negotiating offers, and collecting/verifying required documentation (e.g., biographical data sheets).
• Develop and manage the onboarding process for all new hires, ensuring adequate training on the project and relevant Chemonics policies and effective assimilation into Chemonics’ culture.
• Confirm all new hire paperwork is submitted, and personnel files are complete and compliant (soft copies) within Chemonics policy, local labour laws, and Department of State (DOS) regulations.
• Ensure personnel and recruitment files are maintained on SharePoint per requirements, upholding confidentiality and data security.
• Ensure all HR management practices conform to project and Chemonics policies, best practices, DOS rules and regulations, and local labour laws.
• Ensure the field office policy manual, and short-/long-term Employment Agreement (EA) templates are up to date; coordinate regular reviews with the Director of Operations, other Chemonics projects in Uganda, and local legal counsel; communicate changes as applicable.
• Work closely with the assigned supervisor on staff communications and labour law compliance, helping to ensure a positive and thriving work environment for all staff.
• Partner with supervisors to create a free and open communication work environment where employee relations are addressed before they escalate to disciplinary or grievance matters.
• Manage and administer benefits in line with the scheme provisions and labour law requirements; escalate changes or improvement suggestions to the Operations Director and Country Director as needed.
• Assist in the management of employee benefits (e.g. insurance), liaising with providers to ensure quality service delivery.
• Work closely with the finance team to ensure payroll accuracy; including confirming salary rates for new employees and communicating any changes in staff salaries following the completion of a given performance cycle or upon receipt of salary change approvals.
• Maintain accurate leave records and validate timesheet reports prior to their submission to the finance team for payroll processing.
• Manage the probation and annual performance appraisal process and ensure procedures are timely communicated and followed up.
• Provide routine performance feedback to supervised administrative staff.
• Supervise, mentor and coach assigned administrative staff and support them in setting annual goals against which performance will be assessed.
• Conduct performance appraisals, identify skills gaps, and coordinate training needs.
• Manage team schedules, leave planning, and workload distribution
• Other duties that may from time to time be assigned by the supervisor.

• Strong knowledge of Microsoft Excel, Word and Office applications.
• Ability to exercise confidentiality and high levels of professionalism.
• Strong negotiation, interpersonal, written, and oral communications skills.
• Demonstrated leadership, versatility, and integrity.
• Fluency in written and spoken English is required.

• Bachelor's degree in human resource management or relevant discipline required; a master’s or other advanced degree is an added advantage.
• Certified HR practitioner.
• Minimum five (5) years of experience as human resources manager for medium to large development projects and/or organizations. Experience working with USAID, CDC, the Department of State or any other organization applying US Government human resource management principles is an added advantage.
• Well-versed in, and experienced with, Ugandan labor laws, personnel benefits and taxes required; ability to interpret local labor laws, previous experience interacting with labor counsel preferred.
• Ability to supervise, mentor, and manage staff effectively.