South Sudan: Human Resource & Administration Coordinator

The Lutheran World Federation/Department for World Service (LWF/DWS) is a nongovernmental nonprofit organization operating in South Sudan since 1998 to assist in humanitarian interventions and long-term development; LWF/DWS is operating in Jongelei, Unity and Upper Nile states carrying out projects with focus on child protection and education financed by among others UNHCR, ECHO, BPRM, ACT Alliance members. LWF/DWS South Sudan seeks to recruit a Human Resource & Administration Coordinator who will be based in Juba. Female candidates are highly encourage.

1. Position Title : Human Resource & Administration Coordinator
2. Type of Contract National Contract
3. Starting Date : As soon as possible
4. Duration of Contract : One year
5. Work Unit : HR and Administration Unit
6. Reports to : Country Representative
7. Duty Station : Juba
8. Closing Date : 8^th January 2016

JOB DESCRIPTION

Job Summary

The Human Resource & Administration Manager plans, organizes and coordinates the overall human resources and administration functions of The Lutheran World Federation/Department for World Service (LWF/DWS) in South Sudan; s/he ensures existence and implementation of LWF/DWS-South Sudan human resource policies, systems, and procedures and updates those when required; re-formulates, adapts and ensures application of administrative procedures to fulfill internal and external requirements; designs staff development plans; conducts performance appraisal of staff members under his/her supervision. As a member of the management team in Juba, the Human Resource and Administration Manager is expected to play an active part in decision making processes within LWF/DSW South Sudan.

Responsibilities:

• Accountable/responsible to plan, organize and coordinate the overall human resources and administrative functions of LWF/DWS-South Sudan,
• Ensures that an effective HR & Administration organization is maintained to provide information and services as required,

Main duties of the Position Holder:

Coordination and supervision

• Advises the Country Representative on all HR related matters,

• Ensures that the Country Representative and all levels of management are provided with timely information on personnel,

• Support field office in HR and Admin matters with regular field visit,

• Advises Heads of Departments, Team Leaders and the Country Representative on salary grades and scales,

• Supervise and be responsible for staff accountable to the unit, i.e. Admin Officer and the staff reporting to them,

Legal and policy adherence

• Represents LWF/DWS in negotiations with the labor office in South Sudan,
• Ensures that the policies and regulations of the organization are in conformity with national legislation,
• Reviews and update staff policy in consultation with the Country Representative,
• Ensures that staff rules of LWF/DWS South Sudan program are adhered to by all concerned,
• Ensures that the LWF Code of Conduct and the Core Humanitarian Standard principles are adhered to by all staff,
• Ensures that staff Life & Accident Insurance and employees’ Medical Insurance in place,
• Ensures that preliminary investigations on disciplinary actions and problems relating to working conditions are timely conducted and report with recommendations in accordance with established rules, regulations and policies,
• Be responsible for organization’s license renewal on timely basis,

Recruitment

• Takes the lead in the work of the recruitment committee,
• Ensures that new staff receive proper induction within the 1st week of their recruitment,
• Ensure that contract agreements of employment are timely signed,
• Ensures that every employee is given a job description and assists in the preparation of job description as required and approved by Head of Departments, Team Leaders or Country Representative,

Administration

• Monitors requirements for work permits, visa, registration of expatriate staff and make arrangements for renewal,
• Follow up letters and memos related to personnel and administration issues in consultation with the Country Representative,
• Follows up staff contract expirations and renewals. Inform staff whose contracts will not continue as soon as the facts thereof are officially known,
• Ensure hotel, flight booking arrangements (both domestic and international) and pick up from the airport is done as planned,
• Ensure that all LWF/DWS SS fixed asset records are maintained and updated,

Staff welfare and performance

• Develops annual staff development plans and manages their implementation,
• Ensures that the completion of performance appraisals is done according to process in a timely manner and compile them,
• Put in place detailed staff safety procedures and security evacuation plans for all LWF/DWS projects,
• Coordinate staff capacity building trainings/ short course in consultation with Department heads,
• Perform such other duties as may be assigned to him/her by the Country Representative,

Academic Requirements:

Bachelor Degree in Human Resource Management, Public Administration or relevant field including Development, Management, Psychology or Law.

Required Experience:

6 years is in the Human Resource/ Administration field.

Key skills/characteristics required:

· Well-developed interpersonal skills and ability to work with people of varying background and cultures;

· Must be able to make fair, unbiased decisions and stay level-headed in difficult situations;

· Must be able to communicate effectively both verbally and in writing;

· Must also be able to quickly think a problem through and find solutions;

· Good personnel management skills, with the ability to demonstrate skills in leading a multi-disciplined and multi-cultural team;

· Excellent communication and interpersonal skills with people at many different levels of responsibility.

· Sensitivity to cultural issues, beliefs and ability to work in a variety of contexts in the field of operation;

· Analytical and strategic planning skills and ability to handle multiple priorities;

· Ability to perform under pressure and creative in solving problems;

· Ability of planning for better future and crisis management;

Child Safe Guarding:

LWF is a child safe organization and is fully committed to promoting the realization of children’s rights including the right to protection from violence and abuse. We therefore, have particular responsibilities to children we work and come into contact with to keep them safe from any harm or risk. In line with LWF policy, any appointment is contingent on thorough criminal record checks.

Send your CV with cover letter explaining your motivation and why we should consider you for the post to: Email: recruitmen.sslwfdws@gmail.com LWF will review the applications shortly after deadline and only short listed candidates will be contacted for the interviews. We are also accepting hardcopies of application which can be delivered to the LWF office from 4^thto 8^thJanuary 2016.