VACANCIES ANNOUNCEMENT PSI-LESOTHO (1) TITLE: Administration Manager DEPARTMENT: Corporate Services SUMMARY: To provide efficient and cost effective administrative field support services for PSI/Lesotho in the areas of facilities, fleet, asset, ICT and supply change management The incumbent is responsible for directing the activities of subordinate staff in the coordination and management of various administrative activities for PSI Lesotho. The individual will excise considerable independent judgment to select proper courses of action. The work requires knowledge of both PSI and donor/funder policies, procedures and regulations; support operations by supervising staff; planning, organizing, and implementing administrative systems The position is based in Maseru and reports to the Deputy Country Representative – Corporate Services and supervises the Admin Officer, IT expert and the fleet and Warehouse Officer . Roles and Responsibilities •Oversee Admin, IT, Logistics, Facilities and Reception. •Oversee office and building maintenance. •Direct supervision and development of staff •Management communications •Manage assets •Insurance Facilities Management – leases •Identify office space, negotiate and manage leases and rentals for all PSI offices including sites •Liase with landlords when lease come to an end or donor funding withdraws to close sites; give relevant notice to vacate; arrange exit inspections with land lords; arrange exit inspections with the landlords or agents; ensure that all assets are returned and that deposits paid are refunded after vacating •Renew leases when and where due as necessary. •Ensure adequate resources and facilities are in place for all PSI offices including sites and warehouse •Ensure adequate security is in place to safeguard assets. •Oversees logistics support to PSI Lesotho offices in areas such as communications, office space and warehouse space. •Communicate with the relevant service provider for the disconnection of telephone systems, internet, security systems etc Ensure adequate storage for furniture etc at the warehouse and/or at head office. Asset Management •Responsible for the maintenance and management of the Asset Register. •Ensure that all Assets are covered under the company insurance portfolio. •Process claims for loss of Assets and follow up on the proceeds from insurance company. •Updates regularly PSI assets inventory and makes arrangements for disposal of assets that are not operational. •Supervise bi-annual Asset verifications and tagging. •Ensure that Asset Transfer forms are completed, signed and approved when assets moves in between offices. •Ensure safekeeping of all assets. •Liaise with the relevant HQ staff and auditors during audit times. Fleet Management •Lead the management, development, and implementation of a vehicle procurement and disposal plan. •Plan, organizes and direct the fleet management operations including vehicle procurement, maintenance, repair and disposal •Supervise the maintenance and repair of vehicles in the fleet •On a daily basis, manage the vehicle maintenance system and monitor the use of vehicle to ensure compliance with vehicle policy. •Maintain records and prepare weekly vehicle management spot check, trip and events report and make recommendations for action. •Overall management of the Fleet Management System and ensuring that invoices are submitted on time for payment •Review Information and Communication (ICT) •Manage and supervise the ICT Administrator •Manage the telecommunication system of the organization •Manage cell phone contracts and Telecom Management Information System and ensure that systems are in place for new applications and cancellations. Other •Manages admin budget and ensures that expenditures does not exceed allocated funding. •Submits monthly OAR to finance on a set date, and ensure that requests are charged to correct project codes. •Identify residential places for expatriates (Country Representative, Technical Advisor and other expatriates) manage leases and rentals •Renew residential leases agreements when and where necessary. •Ensure adequate security is in place for expatriates residences (CR, TA and other expatriates) •Ensure that expatriates who work and/or visit PSI/Lesotho have legal documentation. Competencies and Skills •Excellent written and verbal communication skills. •Excellent interpersonal skills •Time management. •Customer service orientated •Good problem solving skills •Good planning and organizing skills. •Experience in policy development and implementation •Tolerance for stress •Team player •People management. •Should hold a valid driver’s license. Educational Qualifications and Work Experience: •Degree in Business Administration or equivalent •5 years relevant experience (preferably in the NGO Sector) •3 years experience should be in a Management role in a similar Environment. •Interested candidates should send a covering letter, together with a current CV, copies of certified certificates and educational transcripts to: •The Deputy Country Representative – Corporate Services, PSI/Lesotho, P.O. Box 15863, Maseru, 100, or by email to [email protected] or by fax to +266 22 311 200 OR •Hand deliver to: •PSI/Lesotho, Industrial Area Maseru, 100 The closing date for applications is Thursday 05th December at 1600hrs. Late applications will not be considered. Correspondence will be limited to shortlisted candidates only. If you receive no response within two weeks (2) of the closing date, please consider your application unsuccessful. (2) TITLE: Human Resources Manager DEPARTMENT: Corporate Services - Human Resources SUMMARY: To maintain and enhance the organizations human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices. The selected candidate will be expected to ensure that the organization provides opportunities for employees professional development and training with their job skill area and also personal development. This job is based in Maseru and reports to Deputy Country Representative - Corporate Services. This position supervises Human Resources Officer. ROLES AND RESPONSIBILITIES: (includes but are not limited to): Recruitment •Lead the process of recruitment and placement of suitable manpower. •Ensure that the organization has a timely process for filling vacant positions to prevent interruptions of program activities or disruption to organization operations •Ensure that the organization follows non-discriminatory hiring practices. •Ensure that PSI is competitively placed within the employment market by conducting salary and benefits research and advising the executive team •Advise on pay and other remuneration issues, including promotions, benefits and the pension plan. •Negotiate with staff and their representatives on issues relating to pay and conditions of employment •Manage employee relations, terms of appointment and conditions of services Performance Management and Training •Ensure that the organization wide performance agreements are prepared and appraisals are done by each department manager for their specific departments •Coordinate trainings in conjunction with Training Manager and departmental managers; identify employees with capacity building needs through individual development plans. •Make recommendations to DCR-Corporate Services and CR about staff morale and ways to improve employee satisfaction and manage dissatisfaction •Prepare HR department MBOs and ensure that they are followed. •Supervise the HR Officer and ensure that they perform based on their Job description and performance and learning plan in line with the performance management procedures HR Management •Ensure that the organization has job descriptions including qualifications, duties, reporting relationships and key indicators •Assist and give guidance to department managers to write develop Job descriptions writing them •Ensure that the organization has written human resources policies, procedures and strategies that is regularly reviewed and updated: a) to describe the recruitment, hiring, termination and standard work rules for all staff and working conditions; b) to maintain compliance with government labor laws, Equal Employment Opportunity standards, Occupational Health and Safety standards. c) to describe and monitor disciplinary procedures and absence management etc. •Ensure that department managers understand HR policies and procedures and monitor that they and their staff abide by them. •Listen to grievances and implement disciplinary procedures in line with company policy and national legislation. •Promote equality and diversity as part of the culture of the organization •Ensure that the organization has a compensation plan, and a periodic review of salary ranges and benefits is conducted in line with job evaluations processes. •Ensure that the organization has a process for reviewing and responding to ideas, suggestions, comments and perceptions from all staff members (staff satisfaction survey. EDUCATIONAL QUALIFICATIONS AND WORK EXPERIENCE: •Degree in human resources management or equivalent essential; a Masters Degree would be an added advantage •Minimum 5 years HR management •3 years experience should be in a Management role in a similar Environment. KEY COMPETENCIES: •Customer Service Orientation •Result focused •Develop Others •Proven knowledge of employment legislation; •Strong familiarity or understanding of labor laws is essential. •Computer literacy, at least in Microsoft Office. •Excellent interpersonal skills •Good negotiation skills •Should hold a valid driver’s license. •Interested candidates should send a covering letter, together with a current CV, copies of certified certificates and educational transcripts to: •The Deputy Country Representative – Corporate Services, PSI/Lesotho, P.O. Box 15863, Maseru, 100, or by email to [email protected] or by fax to +266 22 311 200 OR •Hand deliver to: •PSI/Lesotho, Industrial Area Maseru, 100 The closing date for applications is Thursday 05th December 2013 at 1600hrs. Late applications will not be considered. Correspondence will be limited to shortlisted candidates only. If you receive no response within two weeks (2) of the closing date, please consider your application unsuccessful.
Posted on: Tue, 26 Nov 2013 07:12:59 +0000
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