Human Resources Coordinator & Office Manager

ACTIVITY OVERVIEW
The five-year (2020-2025) USAID Local Impact Governance Activity (Local Impact) will help Zambia build up a sub-national system of governance for devolved service delivery more responsive to citizen needs. The program will engage national and sub-national authorities to expand the capabilities of district-level governance bodies to deliver sustainable development outcomes, increase effective citizen and private-sector involvement in development planning and monitoring, and improve public financial management
and domestic revenue generation.

The activity will work toward three objectives:

• Objective 1: Citizens improve their collective skills to effectively assess service-delivery needs and performance and constructively engage with government.
• Objective 2: The sub-national governance system becomes more responsive to citizen needs, generates, and accountably expends revenue, and improves service-delivery outcomes.
• Objective 3: The program generates learning and facilitates problem solving that supports the development of an effective, financially viable sub-national governance system for devolved services, capable of being scaled up throughout Zambia.

PURPOSE
The Human Resources Coordinator/Office Manager is responsible for overseeing all human resources operations including local recruitment, employee inductions, performance reviews, and ensuring adherence to DAI policies and procedures, USAID regulations, and local labor laws. In addition this position ensures smooth function of the office, and general office management, in coordination with administrative staff.

RESPONSIBILITIES

• Works with Director of Finance and Operations to ensure that office needs are met (i.e. office equipment, supplies, furniture, meeting organization)
• Oversees all HR operations on the project, including recruitment, hiring, employee on‐boarding, staff orientation, performance reviews, leave management, and disciplinary action in compliance with USAID rules and regulations, DAI policies, and local labor laws
• Coordinates and supervise the preparation of employment agreements for staff
• Develops and maintain the Human Resources Management section of the Field Operations Manual, ensuring updates as needed
• Maintains personnel files for all long-term and short-term project staff
• Facilitates recruitment and hiring process by advertising vacancies, shortlisting resumes, scheduling and observing interviews, collecting required documents, checking references, and verifying salary history
• Coordinates and supervise the preparation of employment agreements for staff
• Trains supervisors charged with conducting performance reviews and monitor compliance with the process
• Mitigates and resolve human resource conflicts and issues, seeking assistance and guidance from the Director of Finance and Operations or other senior staff members as needed
• Work with the Director of Finance and Operations to fill surge capacity technical needs, including identifying and hiring long‐term and short‐term technical experts in a timely fashion
• Oversees the administration of the project offices and communicate with landlord on facilities management, improvement, and repair issues

Other duties

• Provides leave of absence cover for staff as required
• Escalates any issues to his/her supervisor immediately
• Prepared to travel to project provincial offices as required
• Performs any other duties as assigned

PLACE OF PERFORMANCE AND REPORTING

• The position will be based in the Local Impact Activity’s main office in Lusaka, Zambia and will report to the Finance and Operations Director
• There may be some travel to provincial offices

QUALIFICATIONS

• University degree in relevant field required. Masters preferred.
• ZIHRM accredited qualification
• 6+ years of relevant experience
• Knowledge of local laws and USAID rules and regulations related to personnel management and compliance.
• Previous supervisory experience for office/HR teams.
• Experience in human resources management on USAID-funded projects, preferred.
• Ability to respond effectively to time sensitive demands & inquiries
• Demonstrated exceptional customer relations (both internally & externally)
• Excellent organizational skills with a willingness to take initiative and be proactive
• An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
• Fluency in English is required

APPLICATION

• Use the URL provided in the advertisement to apply
• Applications must be received before the closing date
• Only short-listed candidates will be notified
• No phone inquiries