Human Resource and Administrative Specialist SoCha LLC

Company background:

SoCha (a portmanteau of Social and Change) is an independent Monitoring, Evaluation, and Learning (ME&L) firm that provides bespoke solutions to social challenges. Since our inception in 2010, we have grown into a fully-fledged ME&L services firm specializing in advancing innovative methodologies and changing how donors find solutions to social problems.

Activity background:

USAID/Zambia has a diverse portfolio with programs in the following areas: Health (HIV/AIDS, Maternal and Child Health, Family Planning and Reproductive Health, Water Supply and Sanitation, Nutrition, Malaria, Tuberculosis); Education (basic education and early child development); Economic growth (Agriculture policy support, private sector, economic opportunity, energy, environment, global climate change, wildlife conservation, energy); and Democracy and Governance (the rule of law and human rights, good governance, political environment, and consensus building, civil society).

For this activity, Monitoring, Evaluation, and Learning (MEL) Platform mechanisms are defined as an implementing mechanism that gives the mission access to technical and advisory services to design and carry out specialized multiple, third-party MEL tasks, including practices, processes, and requirements that support Program Cycle implementation.

Scope of Work

This position is responsible for all Human Resources matters in the Lusaka office and assisting by providing logistics, administration, and operations support. The Human Resources Manager will directly supervise the Administrative Assistant and Project Drivers.

Human Resources

• Manage all aspects of recruitment—advertising, reviewing and short-listing applications, scheduling and participating in interviews, checking references, gathering all necessary documents and ensuring they are accurate and complete, and preparing and presenting offers;
• Oversee employee disciplinary meetings, investigations, and terminations (in compliance with the local labor laws);
• Keep abreast of any changes in local laws and regulations having an impact on HR policy and incorporate such changes into the employment manual as may be required;
• Responsible for all Administrative matters in the project office
• Ensure that all long-term technical assistance consultant’s and short-term technical assistance consultants’ recruitment documentation are complete and saved in appropriate systems folders.
• Prepare Independent Consultant Agreements and Employment Agreements, collect complete and accurate supporting documentation, monitor level of effort, and distribute monthly tracker.
• Manage staff onboarding to ensure the set-up of necessary equipment, systems, and other needs are in place upon employee and consultant start date and oversee the orientation of newly hired staff.
• Ensure that all staff adhere to SoCha timekeeping and leave policies and monitor staff leave balances.
• Manage any necessary consultant amendments and employment agreement modifications.
• Update the Personnel Manual and Local Employee Compensation Plan as required, ensuring they are in accordance with SoCha and USAID policies and regulations and Zambian labor law.
• Oversee all aspects of national and regional personnel performance and professional development tasks—goal setting, regular evaluation, and end-of-year assessments.
• Contribute to the procurement of health insurance, ensure that all staff are enrolled in Project insurance policies, and serve as the point of contact for any ongoing communication with providers.
• Manage all immigration needs of expat staff.

Other tasks may include:

• Communicate and enforce procedures for the operation and maintenance of the office, where required
• Supervise the work of service providers, including IT services,
• Ensure that a system is in place to monitor staff communication costs, including mobile phones and modems
• Assist program staff in managing events (e.g., budgets, venues, equipment, and supplies)

Qualifications:

• Bachelor’s Degree in Human Resource Management, business administration, Management, or another relevant field. Master’s Degree (preferred);
• Fully paid-up member of the Zambia Institute of Human Resource Management (ZIHRM);
• 5+ years of relevant working experience managing human resources on donor-funded projects;
• 3+ years of relevant working experience in managing administrative and/or operational tasks on donor-funded projects;
• Excellent writing, computer, and organizational skills;
• USAID experience and basic knowledge of FARs and AIDARs is highly desirable;
• Proven ability to work closely with a variety of project stakeholders, including local senior and support staff, USAID personnel, Home Office staff, consultants, vendors, and subcontractors to work collaboratively to solve administrative and operational problems as they arise;
• Proven ability to independently plan and execute complex tasks while addressing daily management demands and,
• Exercises confidentiality and discretion at all times.

Location:

SoCha offices, in Lusaka, Zambia

Applications close 25th of October 2022. Candidates will be reviewed on a rolling basis and may be selected before the closing date.