Administration and Human Resources Manager

Description

• Project: Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) Mozambique
• Background: The overall goal of GHSC-PSM is to procure and provide health commodities for all USAID health programs, including but not limited to, HIV/AIDS, Malaria, Family Planning, and Maternal & Child Health, as well as provide systems strengthening technical assistance to improve supply chain management and commodity security in Mozambique
• The Administration and Human Resources manager will be a senior member of the operations team. The Administration and HR Manager will be responsible for administering, overseeing, and managing all HR-related issues including recruitment, personnel processes (hiring, on-boarding, performance management, termination), and ensuring compliance with Mozambique labour laws. The Administration and HR Manager will additionally be responsible for ensuring compliance with HR- related USAID rules and regulations, and Chemonics policies, procedures, and best practices. The Administration and HR Manager will provide administrative and operational support to the technical implementation of the GHSC-PSM project and will coordinate regularly with GHSC-PSM technical staff to ensure smooth recruitment operations, short-term staff onboarding and support logistics of the technical implementation

Duties

Human Resources

• Responsible for improving the effectiveness of Admin and HR business processes such as recruitment, personnel management, performance reviews, contracts termination, office and fleet management among other related HR and Administration tasks
• Lead the recruitment of short-term and long-term technical and operations staff, with guidance from the technical teams, Country Director, and Operations and Finance Director
• Review and finalize scopes of work for short-term and long-term positions
• Collect biodata information for all recruitment candidates per Chemonics and USAID rules and regulations Confirm that all new hire paperwork is submitted, and personnel files are complete and compliant (in both hard and soft copy) with Chemonics policy, local labour laws, and USAID regulations
• Develop and manage on-boarding processes for all new hires, ensuring they are provided with adequate training regarding the project and relevant Chemonics policies
• Manage the tracking of leave for all local staff
• Maintain accurate timesheet records and ensure all timesheets are submitted on time with correct. Approvals Maintain complete and up to date personnel files both in hard copy and in SharePoint (including EAs, amendments, CDR memos, timesheets, acknowledgment forms, life insurance forms, etc.)
• Serve as primary liaison between project staff and providers with respect to local health insurance and worker’s compensation as required
• Review and manage project benefits to ensure compliance with local laws
• Advise on disciplinary actions, ensuring that all actions taken comply with local labour laws and Chemonics policies, and coordinate with Chemonics Home Office as necessary
• Coordinate regularly with employees and supervisors to prevent and resolve employee relations issues in coordination with leadership in the field, the PMU, Chemonics’ Global HR Department and Office of Business Conduct
• Review and manage local processes and residential paperwork for project expats and STTA consultants
• Ensure the project policy manual, employment agreement templates, and other employee management templates are up to date and in line with Mozambique labour law
• Work closely with all staff (supervisors and supervisees) to ensure annual evaluations are completed and processed in line with staff anniversary dates and GHSC-PSM terms and conditions in addition to Chemonics best practices

Administrative functions

• Responsible for managing the main office in Maputo and monitoring and coordinating office space maintenance and repairs in close coordination with the Operations Manager and the Procurement/Operations Advisor
• Coordinate with the Safety and Security Focal Point (SSFP) in the provision of rapid, efficient, and effective coordination on any emergency employee situation as may arise such as Medevac Services, emergency evacuations out of Mozambique, and injuries to employees during working hours
• Work with the SSFP to ensure emergency contact information for all staff, in the emergency contact list and the ECL app, is current and reported monthly to the SMU
• Responsible for the direct supervision and managing performance of the Receptionist/Administrative Assistant
• Other tasks as delegated by the Operations and Finance Director as necessary

Requisites

• Degree or advance diploma in Human Resources management, project administration, project management or related field
• Minimum 4-6 years of experience leading HR teams for medium to large development projects and/or organizations
• Experience working on a USAID funded project in Mozambique required
• Knowledgeable on Mozambique labor laws, personnel benefits and taxes required; ability to interpret local labor laws, previous experience interacting with labor counsel preferred
• Ability to exercise confidentiality and high levels of professionalism
• Excellent interpersonal and communications skills
• Demonstrated leadership, versatility, and integrity
• Fluency in English required

Notes

• Only shortlisted applicants will be contacted
• Supervision: The Administration and Human Resources Manager will report directly to the Director Operations and Finance.
• Working Conditions/Duration of Assignment: This is a long-term position for the life of the contract based in Maputo, Mozambique