Job Description

Job Title: Human Resource and Administration Manager

Report to: Director of Finance and Operations

Location: Dar es Salaam, Tanzania

Background:

Breakthrough ACTION Tanzania is a new, three-year (2022-2025) cooperative agreement between the United States Agency for International Development (USAID) and the Johns Hopkins Center for Communication Program (CCP). The social and behavior change (SBC) activity aims to catalyze opportunities for Tanzanians to improve their health status by transforming socio-cultural norms and supporting the adoption of healthier behaviors. The activity will provide technical assistance to the Government of Tanzania (GoT) to improve the policy and implementation framework around SBC activities, and design, implement and monitor specific SBC interventions at the sub-national level as required. Breakthrough ACTION Tanzania will promote integrated SBC approaches to support family planning/reproductive health, maternal, neonatal, and child health (including nutrition), HIV, malaria, TB, risk communication and community engagement (RCCE) and other infectious diseases as needed.

General Summary:

The Human Resource and Administration Manager will oversee all administrative and human resource activities of a three-year USAID-funded project in Tanzania, pending funding confirmation. This position will support the Director of Finance and Operations. She/he will ensure the efficient and effective operation of the Administration department and HR functions including sufficient staffing levels and coverage. The HR and Admin Manager will manage security and will work to ensure office safety – both for the staff and the HR systems. The HR and Admin Manager will work with the appropriate team members, liaising with HQ HR and support team as needed, to recruit, hire, and orientation all staff, maintaining compliance with local labor law. She/he will ensure confidentiality is maintained and staff have a safe space to work. Travel within Tanzania may be required.

Key Responsibilities & Tasks:

Administration
Set up and maintain filing system relevant to assigned administrative functions
Handle confidential and non-routine information and explain departmental policies when necessary
Provide support to receiving deliveries of supplies and materials by confirming goods receipt against invoice or contract specifications
Track all leases for leased office space and Memorandums of Understanding (MoUs) for shared office space, including timely renewal and termination. Draft Scopes of Work (SOWs) to prequalify vendors annually that provide routine and general contractual services or goods e.g. stationary, hotels, venue spaces, catering, vehicle maintenance, equipment maintenance, printing/photocopying, etc.
Ensure the opening and closing of CCP office on a daily basis including as needed after hours and on weekends

Ensure all CCP offices are equipped with the necessary supplies, materials, equipment and other resources needed for a functioning office
Make external conference, workshop, training and travel arrangements for staff as requested including lodging, flights, car hire, and ferry/boat hire services, which are usually complex and ever-changing
Arrange for transport services to facilitate staff movement

Inventory and asset management
Monitor and schedule routine and as needed maintenance and repair services for major equipment items (e.g. vehicles, photocopiers, generators, etc.)
Maintain vehicle logbooks, registration cards and other documents pertinent CCP vehicle ownership
Provide training and guidance as needed to ensure the proper handling and management of all program and organization assets and inventory
Request fuel card top-ups
Before all assets, inventory or vehicles are put into use, update registers with required information in full when new items are purchased; ensure the appropriate marking/branding/etching of program assets before dissemination
Track, monitor and update the asset and inventory registers based on asset and inventory movement including reassignment, location and condition
Ensure the proper sign-out and return of inventory and assets and follow-up with staff to ensure the items are returned timely or update the return dates
Adhere to CCP policies on the management of lost or stolen assets and inventory
Maintain a just-in-time style consumable inventory register to ensure adequate and appropriate consumable inventory and utility levels
Prepare the annual USAID-required non-expendable property report

Human resources
Ensure the efficient and effective operation of the Administration department and HR functions including sufficient staffing levels and coverage.
Coordinate the clearing and forwarding of goods for office and expatriates and TCNs.
Make arrangements and liaise with appropriate host government ministries to obtain work permits for all expatriates and TCNs.
Finalize job descriptions, advertise positions, short-list applicants, check references, and organize interviews.
Assist in recruitment process of new staff, liaise with recruiting firms, and arrange interviews.
Coordinate initial orientation with department leads.
Orient all staff on office policies and procedures, HR manual, the organizational code of conduct, ethics policies and procedures, benefits and compensation packages.
Obtain and file all relevant labor documents/policies and advise managers appropriately.

Liaising with health insurance service provider to ensure all staff policies are up to date.
Respond to inquiries regarding policies, procedures and programs.
Assist managers in resolving and moderating staff conflicts.
Ensure confidentiality for staff matters and records is observed.
Consult local legal counsel, Baltimore CCP HR and represent CCP UG in labor matters as directed including but not limited to the investigation and resolution of employee issues, concerns and conflicts.
Identify legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
Collect timesheets monthly from staff.
Review and apply policies from field finance manual and HR manual.
Review timesheets for accuracy and completeness (e.g. leave type, tracking, project allocation).
Collect leave request forms and update leave tracking.
Follow-up with staff until all timesheets are received.
Review and provide guidance on CCP HR policies and host country labor laws.
Forward timesheets and leave requests to Finance for payroll processing.
Manage the annual APR process timely ensuring completion of APR forms, issuance of annual increment letters and submission to Baltimore.
Maintain accurate and complete personnel files in accordance with UG labor laws and CCP HR policy.
In the case of promotions, reclassifications, etc. ensure that job descriptions are up-todate, accurate, appropriately approved and filed in the personnel files.
Ensure that CCP HR receives a copy of all letters, contracts and personnel correspondence for the main personnel files kept in Baltimore.
File personnel records in a way that records can be accessed and sent easily in soft or hard copy when needed.
Notify staff in advance of office closings due to public holidays or ad hoc closings prompted by the Country Director or University.
Conduct assessment of medical insurance for market comparison and renewal annually or as needed ahead of expiration.
Prepare employee separation notices and related documentation, and conducts exit interviews to determine reasons behind separations.
Follow appropriate protocol for reporting suspected internal controls violations.

Security Coordination
Manage security company, ensuring safety and security protocols are implemented as per contract.
Communicate to and ensure adherence by staff of security and safety protocols for the office.
Be the main contact person for the security company, which requires being on-call 24/7.
Verify accuracy of invoices and deliverables before and forward them for payment processing.

Establish and maintain the key and access management system to safeguard office spaces and assets.
Receive vendor and consultant invoices, review for accuracy against contract or order payment terms and deliverables.
Investigate accidents and prepare reports for insurance carrier.
Staff Supervision Responsibilities
Manage the work of direct reports and provide supervisory responsibilities.
Ensure that direct reports are implementing duties as assigned.
Conduct timely annual performance reviews for direct reports.
Manage performance of direct reports timely and in a way that facilitates growth and improvement in accordance with Breakthrough ACTION guidance.

Minimum Qualifications:

Minimum of a University degree in Administration, Business Management, Human Resources, or other related field.
At least seven (7) years’ experience in the NGO sector within Tanzania in office administration.
At least five (5) years’ experience supporting USAID-funded projects.
Tanzania national.
Knowledge, Skills and Abilities:

Good working knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
Ability to perform under extreme pressure and take initiative in resolving problems.
Ability to work independently in a high profile, fast-paced and multi tasked environment.
Strong interpersonal and team building skills.
Oral and written fluency in English.