HR & Admin Officer (m/f)

Description

• The HR & Admin Officer reports to the Country Programme Manager (CPM) and will work closely with the People and Support team in the UK-based Secretariat, to deliver wide-ranging responsibilities that ensure the people and support services functions in the Mozambique office are responsive and efficient. It is a varied role that covers everything from office facilities to the full employee life cycle, including employee relations and supporting line managers with advice particularly relating to our policies, legislation, and best practice. WSUP is in a transformation stage as we’ve entered a new phase of our organizational development and this position will play a key role in ensuring that staff feel engaged and valued throughout the process. They will also support the increased emphasis on learning to support the achievement of our internal strategic goals in the Business Plan 2020 – 2025
• The HR & Admin Officer will report directly to the CPM, with a responsibility to inform and consult with the UK-based Secretariat, including relevant staff members as follows:
• IT and Facilities – Support Services Officer
• Employee relations - HR Officer
• Training and staff development – Head of People & Support
• Non-financial compliance – Head of People & Support
• The HR & Admin Officer will continuously monitor processes to identify inefficiencies and work with local and Secretariat staff to find and implement solutions. They will maintain a close relationship with Secretariat support staff, relaying any concerns or queries to receive support as needed

Duties

• The key tasks and responsibilities of the HR & Admin Officer will include the following:

Human Resources

• This position will be responsible for managing the employee life cycle, in line with WSUP’s standards and processes, and will play a key role in supporting line managers in understanding the frameworks in place to help them manage their team, for example, performance management, absenteeism, etc.

Recruitment

• Provide a responsive and efficient end to end recruitment administration service for the Mozambique team
• Liaise with the HR Officer in the Secretariat office on all recruitment processes to ensure consistency of approach in line with WSUP’s standards and that correct approval are obtained
• Support managers to draft reflective and comprehensive job descriptions, person specifications, adverts, interview questions, and tasks, according to WSUP’s Recruitment procedures

Starter and leaver process

• Responsible for pre-starter processes, including sending out welcome emails, requesting references, carrying out right-to-work checks, etc.
• Prepare offer letters, contracts, and contract change letters for signature
• Responsible for inductions with new starters in Mozambique and working closely with HR Officer in Secretariat on developing consistent induction processes for Mozambique team
• Help with DSE (Display Screen Equipment) assessments for new starters (training will be provided)
• Oversee probation process, ensuring all new starters have probationary objectives and issue a confirmation in post letters after probation is passed
• Improve and oversee leaver process, ensuring necessary steps are followed
• Staff welfare and employee relations
• Work alongside the Head of People & Support on organizational change projects
• Develop and coach managers so that they confidently and consistently encourage performance and address underperformance as well as support them with routine Employee Relations cases including capability, disciplinary and grievance issues, and absence management
• Liaise with the HR Officer in Secretariat to pro-actively seek new efficient ways of making HR processes more effective and streamlined
• Coordinate and apply policy frameworks and knowledge to assess regular HR activities including the performance and development reviews
• Maintain appropriate medical and life insurance for the Mozambique team, including regular reviews
• Use workforce analytics, such as absence and turnover data, to identify and prioritize initiatives to improve staff well-being or engagement
• Establish strong relationships with staff to encourage open communication, feedback, and discussion that promotes staff welfare across the Mozambique office

Learning & Development

• Develop content and facilitate training on HR topics to line managers and employees with the other country HR leads
• Support the development of other HR leads to become best practice professionals

HR Compliance

• Keep up-to date with Mozambique employment law and inform HR team in Secretariat if any changes affecting the organization arises, taking pro-active steps to incorporate any changes in law into WSUP documents/policies
• Work with the Head of People and Support to ensure HR policies and procedures are relevant, up-to-date and compliant with current legislation and embedded within the organization
• Maintain employee records according to policy and legal requirements
• Work on ad-hoc HR compliance projects

Payroll and pension

• Reviewing the payroll process for Mozambique together with the Senior Finance Officer and relevant parties in the Secretariat Office to establish an effective payroll process for Mozambique
• Monthly payroll administration, including notifying the Senior Finance Officer of salary changes, deductions, and any calculations in final salary payments for leavers
• Administration of WSUP Mozambique pension schemes, including new starters, salary changes and leavers
• Acting as the first point of contact for all payroll and pension queries liaising with payroll and pension providers as necessary

Office Administration

• This role will lead proactive and service-focussed delivery of the back-office support required for WSUP to deliver its vision and mission

Facilities support

• Deliver professional and productive work environments for the Mozambique team across all locations
• Support the Country Programme Manager to ensure the smooth running of the Maputo office, including office administration and compliance with WSUP systems and processes
• Ensure all legal registrations and other requirements are in place for all offices
• Responsible for facility, maintenance and Health & Safety (H&S) issues, liaising with building management or third-party providers when necessary
• Account and manage all 3rd party office suppliers such as cleaners, IT support, contractors to ensure a consistent level of service in line with Service Level Agreements Maintain overview of all office contracts to ensure all services are current, planning reviews in good time to ensure WSUP is securing value for money as well as maintaining continuous and adequate cover
• Ensure the security of WSUP assets, including an asset register for all assets and liabilities held >GBP5,000, computer & office equipment and vehicles, and appropriate management of vehicles
• Work with the Secretariat to identify any services needed, documenting a request for proposal and reviewing incoming bids in line with our procurement procedure (subject to available budget)

Travel and logistics

• Coordinate and support staff’s domestic and international travel arrangements, providing training where required so that they can self-manage their own trips
• Support staff with logistics for internal and external events where necessary, such as arranging venues or catering
• Work closely with the Secretariat and other WSUP offices to support staff and external parties visiting Mozambique

Health, Safety & Security

• Maintain local and national Health, Safety & Security procedure, reviewing and updating when relevant including carrying out risk assessments on a regular basis and responding to any corrective action
• Ensure there are appropriate trained first aiders and fire wardens for all offices
• Ensure staff remain up to date on their H&S and other training

IT

• Coordinate with Support Services in the Secretariat to get the best value from WSUP’s global IT support provider, identify any additional IT services required locally and put them in place
• Act as the ‘IT Champion’ for Mozambique, taking on a ‘train the trainer’ role whereby you are able to provide training and support for colleagues in country on organizational platforms such as ShareFile and Podio, with support from the Support Services team

Requisites

• Person specification: Evidence that applicants meet the essential criteria will be assessed by the following methods: Application (A) Interview (I) Test (T), as indicated below:
• Experience working in HR, and providing office administration support (A)
• Degree or qualification in HR related topic (A)
• Experience of establishing and improving processes (A, I)
• Understanding of best practice in office support functions (A)
• Professional and discreet, with the ability to judge when information must be treated confidentially (I)
• Excellent planning, organizational and time management skills, able to work well under pressure both proactively and reactively and prioritize a challenging workload (A) (I)
• Excellent attention to detail (A) (I)
• Ability to work collaboratively with all departments across the organization, building strong working relationships & credibility at all levels (I)
• Ability to influence other colleagues, for example, in encouraging behaviours around collaboration (I)
• Enthusiastic and proactive approach to problem solving (I)
• Microsoft Office skills and general IT literacy, ideally with experience of Microsoft 365 (A, I)
• Able to communicate clearly and confidently both in writing and verbally and to provide advice with confidence and tact (I)
• Able to work well under pressure (I)
• Have a hands-on approach and be a team player (I)
• Excellent written and verbal English communication skills (A)
• Passionate about WSUP’s aims and ethos (I)
• Absolute adherence to WSUP’s policies on Safeguarding, Child Protection, Health & Safety and Business Ethics and lead on these by example (I)
• Desire and willingness to learn (I)
• Understanding of HR practice and Mozambican employment law (A, I)
• Experience of casework including performance management, absence management, disciplinaries and grievances in line with employment law and best practice (A, I)
• Experience of using an HR Information System (HRIS) (A, I)
• Charity or not-for-profit sector experience (A, I)
• Intermediate level Microsoft Excel (able to use basic formulas) (A, I)

Notes

• Only shortlisted applicants will be contacted
• Interviews Week Commencing 10th May 2021
• Department: Programmes
• Duration: Permanent, full-time
• Grade: 9
• Salary: MZN 1,818,738 – 1,934,383
• Reports to: Country Programme Manager, Mozambique
• For more information about WSUP's vision and approach, see http://www.wsup.com/
• This job is based in Mozambique. Applicants must have the right to work in Mozambique through a Mozambican National ID at the time of application. Please do not apply if this is not the case