The Human Resources Officer (HRO) is responsible for supporting field operations in the USAID-funded Children, Adolescents, and Families in the HIV Epidemic Activity in Limpopo Province by providing coaching and guidance on HR related business matters including employee relations, workforce planning, recruitment, HR policy and procedure interpretation and employment law practices.
The position will be based in Limpopo.
Key Performance Areas:
HR Compliance, Support and People Management:
- Support the Chief of Party and Line Managers to implement HR activities as per the programme work plan and ensure day-to-day HR services are met and that there are effective HR processes in country.
- Support the Chief of Party to ensure that HR policies and guidelines are kept up to date, employee awareness is raised on these documents and that guidelines are timely updated and aligned to the relevant legislation and m2m’s best practices.
- Maintain and update employment contracts and files (manually and electronically) to ensure that they are compliant with m2m standards and country law.
- Support the Chief of Party to manage disciplinary processes in a timely manner so as to limit risk to the business.
- Provide support and coach line managers to ensure compliance with employment practices at m2m.
- Drive and support HR HO work plans in the programme and actively participate as programme representative on the Global HR Team.
- Line manages the HR Administrator
Talent Acquisition - Recruitment, Remuneration and Benefits:
- Implement and manage the in-country recruitment process in a timely and strategic manner.
- Implement and manage the programme induction process, on boarding and off boarding of employees.
- Support and guide management to create job descriptions and have all jobs evaluated as per the m2m job evaluation process.
- In close partnership with the Remuneration Specialist coach line managers on effectively implementing the m2m Remuneration Policy.
- Implement and manage programme benefits aligned with the contractual terms and conditions once approved and signed off by Chief of Party and HR Head Office.
- Regular attendance and participation in the JE Committee meetings to ensure accurate application of policies and procedures and foster learning.
Developing Talent and Managing Performance:
- In close partnership with the HRBP align, implement and develop the m2m Learning and Development strategy in country.
- In close partnership with the HRBP monitor and implement the performance management process in line with the given timelines.
Wellness Coordination:
- In close partnership with the HRBP develop and implement the country wellness strategy as aligned to the organisational wellness plan.
- In close partnership with the HRBP support and manage the relationship with the wellness service providers and stakeholders.
HR Systems, Workflows and Processing:
- Provide support to the Chief of Party to implement smart and effective HR processes in the programme.
- Utilise all HR systems (HR Premier, ESS, Silver Soft) to ensure data integrity is maintained on all employee files and administrative documents.
- Implement accurate and compliant monthly employee information, changes/updates for payroll on the relevant system in a timely and accurate manner.
- Prepare and complete an accurate CSS for timely submission to HR Head Office to ensure salary and benefit payment and processing.
Job Requirements
Qualifications and Experience:
- Higher diploma in HR Management/ A Bachelor’s degree is advantageous preferably in Human Resources Management (HRM) or a related field.
- 3 - 4 years relevant experience as a human resources generalist; preferably 2 years’ experience in an NGO environment.
Competencies:
- Knowledge and experience in recruitment and selection, performance management processes and methodologies, employee relations and team development
- A fair understanding of employee benefits, reward management and labour law
- Ability to diagnose problems, identify and recommend the appropriate solutions
- Ability to influence and interface with senior members of the business
- Well-developed presentation and facilitation skills
- Fluency in both written and verbal English ability
- Analytical skills
- Attention to detail and accurate application of information.
- Application of m2m values
- Valid driver’s license
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The Finance & Operations Manager will be the lead expert for financial operations and management in the USAID-funded Children, Adolescents, and Families in the HIV Epidemic Activity in Limpopo Province. This includes being responsible for efficient resource deployment and use, programme accounting and financial reporting systems, cost-share and related reporting and ensuring compliance with USAID financial and accounting rules and regulations.
The position will be based in Limpopo.
Key Performance Areas:
Oversee financial and accounting of the project operations:
- Responsible for financial management of project activity
- Provide leadership to finance, operations, sub-award and administration aspects of the project including general administrative processes, financial management, sub-award management, accounting and logistics.
- Provide financial accounting and management support to the Chief of Party.
- Oversee the coordination of the accounting processing and related work processes related to project transactions.
- Lead in the development and management of Finance team Annual Work plan.
- Track grant receipts and ensure proper recording of grant receivables.
- Manage the exchange rate movement and advise Chief of Party on resource utilisation strategies to ensure budget utilisation
- Provide resources for national events and activities to achieve project objectives.
- Contact person for USAID IP stakeholder meetings.
Ensure the financial integrity of the project operation:
- Manage accounting and financial internal control systems in order to provide appropriate level of security over the project’s resources and operations.
- Lead implementation of organisational and donor financial policies and procedures; establish (with COP) and oversee finance and compliance environment of the project with a strong focus on donor, m2m and statutory requirements and controls during the life of the award in line with the grant agreement and contracts.
- Oversee the monthly closing of accounts and reconciliation of all accounts.
- Ensure timely and accurate submission of financial data, reports, financial narrative and variance analysis.
- Monitor cash flow through preparation of cash budgets and funding requests to ensure that sufficient cash is always available to meet operational needs.
- Serve as project lead for external audits and Provide support during internal audit and ensure that appropriate measures are taken to address audit findings and recommendations.
- Ensure alignment of USAID programme targets and results with financial performance
- Provide monthly financial performance reports in line with clinical and non-clinical programme targets to project management team and USAID.
- Participate in local implementing partner (IP) committee meetings to strengthen financial system and sub award management of all IPs.
Manage financial administrative functions:
- Establish and oversee documentation and filing system for all financial and supply chain documentation in accordance with legislative and funder requirements.
- Manage implementation of efficient and effective financial administrative and procurement processes at project level.
- Ensure proper use and maintenance of physical assets and office, including vehicles, equipment, and furniture and office buildings.
Lead financial management functions: budget development and management, financial reporting:
- Lead development and management of project budgets and forecasts, in close coordination with COP and project management team to ensure alignment to annual work plan.
- Conduct financial analysis and reporting to internal and external stakeholders including analysis of information needs at all levels of the project.
- Provide financial management advice and assistance to the Chief of Party and team leads, including in the preparation and monitoring of project budgets, spending trends, and revenue projections. Perform monthly variance analysis.
Line Management of country level finance staff:
- Lead and supervise the Project Finance and Administration team.
- Manage performance of Finance and Administration team staff in line with the m2m performance management framework.
- Mentorship and career development support and training to Finance and Administration team members.
- Promote a values-based culture amongst the Finance and Administration team.
Grants management; capacity building and knowledge transfer:
- Lead development of sub-agreement packages for submission to Grants and Compliance
- Manage sub-agreements to key partners, including processing of monthly financial reports, review and analysis/negotiation of annual budget, and routine grants implementation financial verification and monitoring of resources to ascertain efficient resources utilisation and compliance with the donor rules and regulations. Support COP in management of grants ceilings for the partner organization
- Lead grantee and vendor selection process, including advertisement, convening review committee, conducting pre-award assessment (where required), and structuring contracts, and processing payments.
- Conduct needs assessment and capacity gaps of partner organisations
- Plan, coordinate and conduct capacity building trainings and mentorship to project staff and partner organisation
Job Requirements
Qualifications and Experience:
- A minimum of a bachelor’s degree in finance, business administration or a closely related field. A master’s degree, CA, or CIMA is preferred.
- A minimum of 8 years of progressively responsible experience in overseeing financial operations and management of large-scale, complex development activities in developing countries.
- A minimum of 5 years of experience overseeing the procurement administration and financial management and reporting of a large-scale PEPFAR/USAID-funded activity.
- Experience managing sub-awards under U.S. government projects strongly preferred.
- Previous experience in a multi-national organization.
- Demonstrated working knowledge of U.S. Government financial and procurement rules and regulations.
- Demonstrated experience with Financial Management tools and systems including high level of proficiency with computerised accounting.
- Demonstrated proficiency in Microsoft Excel
Competencies:
- Focused and versatile team player that is comfortable under pressure.
- Strong analytical thinker with sound business and technical acumen
- Highly independent individual, results and solution-oriented with ability to prioritise and produce high quality outputs consistently.
- Demonstrated written, presentation, communication and organizational skills in English.
- A passion for m2m’s vision and mission
- A commitment to m2m values.
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