Vacancy title:
Human Resources and Administration Coordinator

Jobs at:
Maryland Global Initiatives Tanzania (MGIT)

Deadline of this Job:
28th September 2018

Duty Station:
Dar es Salaam, Tanzania

Summary
Date Posted: 20th September 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

Background: Founded in 1807, The University of Maryland, Baltimore, (also known as the University of Maryland or UMB) comprises of some of the oldest professional Schools including School of dentistry, law, medicine, pharmacy, social work and nursing in the United States.

JOB DETAILS:
UMB works around the world to enhance capacity of governments, Regional and District Health Management Teams to improve the quality of health services through targeted technical assistance, systems development and institutionalization of quality improvement initiatives. In Tanzania, UMB works through its affiliate, Maryland Global Initiatives Tanzania (MGIT) a not for profit organization.

UMB has teamed up with Amref Health Africa to implement a Comprehensive HIV Care and Treatment project aimed at acceleration of achieving the 95-95-95 goals for HIV Epidemic control and building of sustainable health systems for optimized population-wide health outcomes. The project which is branded as Afya Kamilifu Project received funding from the U.S. President's Emergency Plan for AIDS Relief (PEPFAR) through CDC Tanzania and will be implemented in Tanga Regiona and Zanzibar Islands. UMB and Amref Health Africa will work under the guidance and close collaboration of CDC Tanzania, Ministry of Health, Community Development, Gender, Elderly and Children, Zanzibar Ministry of health, President’s Office Regions Authority and Local Government (PORALG), RHMTs, CHMTs, Health facilities and other.

MGIT is advertising for the following position to support its work under this project, and invites all qualified candidates to apply:

Overall responsibilities
The Human Resources and Administration Coordinator will be support the HR manager and the department on the employee recruitment, training and development, the enforcement of disciplinary procedures and conflict resolution, while ensuring that the organization continues to meet its business and organizational objectives.

FUNCTIONAL RESPONSIBILITIES
Talent Management

• Ensure the sourcing and recruitment of high quality staff aligned with UMB vision, mission, and values.
  
• Establish and maintain relationships with third party vendors for staffing needs.
  
• Participate in the development, planning, and implementation of talent acquisition activities designed to enhance UMB' ability to attract and retain qualified candidates.
  
• Confer with management and supervisors to identify personnel needs, job specifications, job duties, qualifications and skills, team fit, and weighted criteria for evaluating candidates for open positions.
  
• Ensure each position links to the appropriate program member/line of expertise for mentoring/support.
  Serve as the representative on all hiring committees for all positions or help ensure the appropriate member of the program serves in this role, as appropriate, and be involved in the final decision of all candidates for these positions.
  
• Develop and maintain network of contacts to help identify and source qualified candidates.
  
• Build a strong networking with other NGO’s/Professional association to strengthen the organization pool of qualified candidates
  Suggest advertising sources. Assist in writing and recommend placement of job advertisements in various media according to needs.
  
• Perform reference and background checks for new hires and discuss results with hiring managers.
  
• Facilitate decision making and help prepare documentation for offers for new hires and work with Hiring/budget Manager on salary recommendations. In conjunction with Hiring/budget Manager and hiring manager/supervisor, negotiate offers with candidates for open positions.
  

WORKFORCE DEVELOPMENT FOR STAFF AND PARTNERS

• Support, implement, and evaluate Programs and processes for succession planning, talent mapping, and leadership development.
  
• Support Senior Management Team in reviewing performance of program, identifying staff training needs, and developing action plans for staff development. Promote development plans for all employees and work with senior managers to ensure funds for workforce development are budgeted appropriately.
  
• Ensure all phases of the performance management system are implemented according to UMB guidance, i.e. performance and development planning, coaching, assessment, mentoring, and career planning. Promote a culture of high performance and accountability for outcomes.
  
• Implement UMB orientation/on-boarding system for national and international staff and provide region and country specific information for the orientation manual and orientation package/session. Ensure orientation of new staff to UMB identity, culture, partnership principles, tools, and processes.
  

EMPLOYEE RELATIONS AND ACTIVITIES

• Advise managers on the interpretation/application of HR policies and procedures to ensure compliance with UMB, donor, and local legal requirements.
  
• Liaise with local legal counsel to consult on HR issues as needed.
  
• Consult and advise senior managers on highly confidential and complex human resources and employee relations issues.
  performance issues.
  • Establish an effective approach to employee relations, including staff
• Communications, employee engagement, conflict resolution, and employee recognition and feedback Programs.
  
• Manage employee activities and well-being Programs.
  
• Represent the organization in forums related to HR management practices, policies, and processes to stay abreast of local labor regulations and industry best practices.
  
• Train supervisors on relevant labor law and employee relations best practices.
  
• Train and assist supervisors on disciplinary action process (according to labor law).
  
• Mediate with supervisor and supervisee in resolving conflict.
  
• Ensure effective management of social security and insurance Programs for national staff.
  
• Liaise with HR and Administration Manager to enroll staff on Medical Insurance plan
  

STAFF SEPARATION:
Manage national staff separation process including exit interviews, separation letters, clearance, ensuring policies and procedures as well as local labor laws have been followed.
Coordinate staff clearance
Oversee and track payment of separation benefits

PERSONNEL ADMINISTRATION AND DOCUMENTATION:

• Ensure personnel files are complete with all staff-related documentation and employment records as required per UMB, donor, and local law.
  
• Ensure job descriptions are up to date and responsibilities and performance expectations are clearly communicated.
  
• Ensure effective and efficient processing and authorization of national staff timesheets and leave.
  
• Ensure HR database is maintained up to date with all relevant information.
  
• Ensure all Audit topics are well covered, and take the lead in closing any HR. Audit finding.
  

MINIMUM REQUIREMENTS:

Qualifications and Work Experience:

• Bachelor’s degree required; will consider work experience in a similar position if over 5 years.
  
• Minimum 3 to 5 years relevant work experience, preferably with an International NGO, with at least 2 of these years managing the Human Resources function.
  

KNOWLEDGE AND SKILLS:

• Excellent knowledge of HR management best practices as an HR Generalist, including organizational development
  
• Sound knowledge of local labor laws and ability to understand and interpret legislative and policy issues
  
• Demonstrated managerial skills
  
• Good coaching and mentoring skills
  
• Good analytical skills with ability to make sound judgment and decisions
  
• Good planning, monitoring and organizing skills and experience
  
• Able to maintain confidential information
  
• Results-oriented and ability to work with minimum supervision
  
• Excellent communication, interpersonal and negotiation skills
  
• Ability to use MS Windows and MS Office packages (Excel, Word, PowerPoint), Web Conferencing Applications, HRIS
  

Instructions for Submitting Applications:

• Applications should include 3 references that are familiar with applicant’s work experience preferably in the last 5 years. References should include contact information including daytime phone, and e-mail address.
  
• All applications should include a cover letter that details one’s suitability for the job highlighting key functional areas, expected qualifications, and experiences.
  
• Candidates should attach a CV/Resume that highlights one’s key achievements in areas relevant to the job
  
• Job related stated qualifications and experience are the basic minimum requirements that each applicant must meet to be considered for interviewing.
  
• All applicants should include daytime phone and skype contact information.
  
• Deadline for application is 28th September 2018, 5:00pm Tanzania Time.

Applications received after the deadline will not be considered. Only shortlisted candidates will be contacted.stakeholders for successful implementation of the Afya Kamilifu Project.