Career

Human Resource and Administrative Manager

CHADET exists to inspire effective partnerships that ensure provision of quality services for children made vulnerable by street life and work, risky migration, early marriage, orphanhood, domestic work and HIV. Every year CHADET supports nearly 20,000 such children.

Due to recent growth in programmes, staff and reach, CHADET has developed a new strategic project for the period 2017-2021. During the strategic planning sessions; staff, beneficiary children and their guardians, government stakeholders and Board of CHADET identified its strengths, weaknesses, opportunities and threats (SWOT).

CHADET is therefore looking to hire a self-starter Human Resource and Operations Manager to lead a newly re-structured HR and Operations department. Reporting to the Managing Director (MD), you will oversee, redesign, and control CHADET operations in the delivery of services to staff. You will ensure CHADET’s operations are efficient in terms of using as few resources as needed, and effective in terms of meeting needs of beneficiaries’ i.e. vulnerable children, their guardians and stakeholders.

As a member of the Senior Management Team (SMT), you will also play an active role in developing and coordinating relationships with other SMT members i.e. Programme Managers, Finance Manager and Head of Programmes.

 

Key Facets of this Role Include:

HR: You will form a key part of our HR leadership team and assume the strategic and operational lead for several core pillars of the HR and Child Safeguarding strategy: CHADET employee engagement; team effectiveness; reward; and driving a zero-tolerance child safeguarding culture (within CHADET).  You will also work with the wider organization to accelerate our goal of a shared culture, which will enable us to achieve our mission for children. As CHADET is rapidly growing and so recruitment activity and the subsequent training and development will form a big part of your role initially - moving forward you will move towards management coaching and dealing with performance issues. As HR lead you will also be responsible for developing your team and developing strong relationships with line managers.

Provide strategic and operational lead for several core pillars of the HR and Child Safeguarding strategy:

  • Recruiting staff
  • Personal development planning
  • Management coaching
  • Team effectiveness and dealing with performance issues
  • CHADET employee engagement;
  • Developing fair and competitive reward systems
  • Driving a zero-tolerance child safeguarding culture (within CHADET). 
  • Work with the wider organization to accelerate our goal of a shared culture, which will enable us to achieve our mission for children.
  • Developing your team and strong relationships with line managers.
  • Provides administrative supervision to all operations staff and is accountable for their performance management (including regular results, check-ins, formal appraisals, supportive supervision, rewards and empowerment, training, coaching and career development support).
  • Work with the Managing Director and other Managers to ensure that Human Resources functions are coordinated with the Human Resources Officer and HR office.
  • Promote and facilitate development of operations staff and sustainable systems, and participate in organisational cross-fertilization and knowledge exchange among other project operations groups.

Procurement, logistics and stores: You will oversee key project purchasing program. You will be responsible for organizing and participating in the selection and management of suppliers and building long-term partnerships with suppliers per the region's procurement strategies, to keep consistent supply, to reduce cost of procurement and to obtain competitive advantage in the procurement area. You will analyse procurement demand and the market, to achieve objectives of procurement cost control and lower general cost of procurement per 70/30 strategies. You willidentify risks from the on-changing procurement environment, set up and implement anti-risk system, to keep supply consistently. You will organize communication with suppliers periodically per the categorization management of that, to build good relationship with suppliers. You will support and enhance CHADET’s ability to deliver goods and services to various locations throughout Ethiopia. Specifically, you will be responsible for developing an efficient vehicle fleet and inventory (store) management systems. You will be responsible for receiving incoming deliveries. Coordinating all materials pickup and tracking. Managing and maintaining all Addis Ababa inventory and Producing basic metrics. You will supervise the Purchasing Officer, Administration Officer (Logistics) and Store Keeper.

Program Operations:

  • Develop and execute responsive and appropriate operations management systems (for office management, local procurement, fleet management and logistics, consultant and subcontractor administration, etc.) in line with local laws and regulations, CHADET policies and standard operating procedures, and donor requirements.
  • Lead and manage the operations functions by aligning staffing and systems with projects and available resources to provide timely, cost effective, and high quality support and administrative services to all CHADET field-based projects and activities.
  • Provide equitable, effective, timely, cost-effective, and highquality operations and administrative support to all CHADET projects within local laws and available resources, and in an environment with adequate internal controls, adherence to contracts regulations, CHADET policies and standard operating procedures.
  • Participate in routine management team meetings, and attend other meetings which are relevant to the operations activities, including SMT meetings.
  • Coordinate execution of internal/external operations, financial or program reviews or audits, and ensures timely follow up to reviews or audits conclusions and recommendations that are relevant to operations in collaboration with the SMT.
  • Coordinate and collaborate with the Logistics Officer, Office Manager and SMT to achieve resolution of pending operations issues, questions and support requests. Communicate with SMT as needed to ensure proper consultation and notification of important information and issues.

Procurement and logistics

  • Manage purchase of common commercial goods and services.
  • Organizing and participating in the selection and management of suppliers
  • Building long-term partnerships with suppliers according to the region's procurement strategies, in order to keep consistent supply, to reduce cost of procurement and to obtain competitive advantage in the procurement area.
  • Analyse procurement demand and the market, to achieve objectives of procurement cost control and lower general cost of procurement according to 70/30 strategies
  • Identify risks from the on-changing procurement environment, set up and implement anti-risk system, to keep supply consistently.
  • Organize communication with suppliers periodically according to the categorization management of that, to build good relationship with suppliers.
  • Support and enhance CHADET’s ability to deliver goods and services to various locations throughout Ethiopia. Specifically you will be responsible for developing an efficient vehicle fleet and inventory (store) management systems.
  • Responsible for receiving incoming deliveries.
  • Coordinating all materials pickup and tracking.
  • Managing and maintaining all Addis Ababa inventory and Producing basic metrics and trends for Operations Management.
  • Supervise the Purchasing Officer, Administration Officer (Logistics) and Store Keeper.
  • Customs and Import control.
  • Manage delegated local consultant agreements.

Fleet Management

  • Oversight of insurance, inspection, registration and operations for all CHADET vehicles.
  • Manager In-Country travel and Logistics Services
  • Coordinate and oversee travel payments and logistics for all CHADET in-country travel.
  • Manage and monitor lodging, transportation, per diem and associated payments, including participant training, study tours, In-country events and workshops

Facilities and Office Services

  • Manage CHADET offices and facilities.
  • Manage general office services.
  • Manage Information Services.

Creating supportive environments: Continually providing a working environment that is supportive, encouraging and clear in its expectations of, and towards all employees in HR, Administration, Procurement, Logistics and Stores Units and leading delivery of high level of service in procurement and logistics to staff to be achieved through continued focus on improving people, process and technology.

Planning: Responsible for developing and monitoring procurement and logistic plans and working with finance team to develop a strong financial acumen to manage multiple cost centre procurement and logistics budgets.

IDEAL CANDIDATE

Experience

  • A minimum of ten years’ experience of consistent achievement in a human resource profession at a senior level, in a large, multi-disciplined NGO.
  • Extensive record of success in strategic management and achieving sustainable improvements, sometimes in challenging circumstances, with the ability to translate strategic objectives into operational plans.
  • A record of working within a complex organisation providing clear, timely and professional advice to senior officers on human resource issues.
  • A record of success in financial management and a clear understanding of the different sources of additional funding.
  • Evidence of success in promoting equal opportunities and delivering Best Value through innovative, integrated, customer and community focused service provision.
  • Successful record of establishing a positive performance culture, effective performance evaluation that involves users and providers in driving up standards and performance.
  • A record of successfully engaging with others and building positive relationships with a variety of communities, partner organisations, private sector providers, Government, public agencies and statutory authorities.

Skills & knowledge

  • A minimum of MA degree in a relevant field of study.
  • Wide-ranging and in-depth knowledge of NGO sector strategic human resource service functions.
  • An awareness of best practice in learning and organisational development to support service improvement and delivery.
  • High levels of creativity both in problem solving, idea generation and seeking diverse, complex and highly sensitive situations.
  • The ability to balance planned corporate policies with procedural developmentand project work.
  • Outstanding interpersonal skills and the ability to establish positive relationships with staff, senior managers and external bodies that generate confidence, respect and trust.
  • Ability to provide visible and supportive leadership, empowering, enabling, motivating and developing the workforce, and fostering a positive organisational culture.
  • Highly developed oral, written and presentation skills, including the ability to present complex information in an understandable form to a variety of professional and lay audiences.
  • Ability to acquire new knowledge and skills.

Personal attributes;

  • A strong innovative leader with energy and flair, credibility in the field of performance management and a passion and determination for promoting CHADET’s change processes.
  • A clear, strategic and lateral thinker, able to be a clear and effective decision maker in a complex and challenging environment.
  • A personal and professional commitment to equal opportunities and diversity.
  • A high degree of personal and professional probity, integrity and credibility that sustains the confidence and trust of senior managers, staff and external partners and stakeholders, that fosters a positive reputation for CHADET.
  • An inclusive team worker who can foster partnerships, work collaboratively across boundaries and achieve performance and results through others.

Additional Info

  • Job Position: Human Resource and Administrative Manager
  • Deadline: Friday, 21 July 2017
  • Place Of Work: Head Office
More in this category: « Project Coordinator

About CHADET

CHADET is an indigenous non-governmental organization that works to improve the lives of marginalized children in Ethiopia

by providing access to quality education and improving livelihood opportunities.