Human Resources and Admin Officer

As the Human Resources Officer, you will provide strategic support to the Human Resources functions, Administration, and Management, and ensure that the operations of the entire Dar Regional Office support services run efficiently and effectively, in a cost-effective manner.

Duties and Responsibilities:

1. Employee Relationship

• Provide ongoing coaching, support, and advice to the management and employees on people and HR related issues.
• Provide timeous feedback and maintain professional communication with all stakeholders of Amref Health Africa.
• Being available and proactive in addressing people-related issues in the Organization by maintaining close relationships with the employees at all levels.
• Support the development and implementation of HR initiatives and systems within Amref Health Africa

 2. Performance Management

• Assist in ensuring the effective communication and implementation of the Performance Management system in accordance with Amref Health Africa's human resources manual
• Assist the management with identifying the top performers and implement appropriate action plans further to enhance their performance and career in the organization.
• Responsible for identifying non-performers and assisting management in developing personal development plans and monitoring their progress every month 

3. Compliance Management

• Guide compliance and counselling on Amref Health Africa policies, procedures, and best practices
• Oversee training of Amref Health Africa staff in safety procedures and first aid care giving, and compliance with standard operating procedures by Amref Health Africa staff and high performance by security service providers.
• Work with teams to design strategies for continuous process improvement to ensure the sustainability of operations at all levels.
• Manage the development and maintenance of human resources systems, policies, and procedures.
• Maintain employee records according to Amref Health Africa policy and legal requirements
• Ensure employees' compliance with the Amref Global Code of Conduct, Safeguarding policy, HR audits, and donor audits recommendations

4. Recruitment & Selection

 Create, supervise, and implement effective onboarding plans as per Amref Health Africa

• Identify the right candidates for the right job through assessments, interviews, and employee profiling processes
• Maintain a fair and equitable recruitment approach in line with the specific job requirements
• Conduct relevant employment background and reference checks on all employees and prepare job offers to the successful candidates
• Create a pool of suitable candidates for future employment on a database to meet the employment demands of the business 

5. Employee Administration

• Ensure that contracts of permanent and temporary staff are prepared in collaboration with other departments.
•  Ensure that salary packages of Amref Health Africa staff members are prepared as per the Organization's Human Resources policy.
• Ensure that files are opened for new appointments and transfers are done.
• Ensure that files are closed when employees resign or services are terminated.
• Ensure that the Time sheet and attendance register sheets are scrutinised monthly.
• Ensure that new employees’ forms and contracts are received and completed (Pension Fund, Medical Aid, Social Security, etc.)
• Support the Amref Health Africa HR Unit to conduct staff exit interviews to minimize staff turnover and retain good performers
• Manage employee mobility through transfers, promotions, and terminations
• Ensure that all letters and other correspondence are correct, signed, and sent out on time
• Provide input to the policy and procedure formulation and amendments on an ongoing basis

 6. Disciplinary & Grievances

• Take part in the disciplinary hearing process, assist in verifying and confirming warnings, and monitor the improvement of undesirable behaviour and misconduct

7. Administrative functions

Asset Management (Movable and non-movable assets)

• Engage in maintenance of the Mwananyamala Building, such as plumbers, cleaners, and electricians
• Identify all Amref's new assets and tag them accordingly.
• Process insurance claims refund for any asset that has been reported lost or malfunctioning beyond repair.
• Engage fully in coordinating the disposal of assets and send a report to the Administration Manager

• Ensure all of the assets are insured as required.

8.  Office Management;

• Oversee day-to-day office administration and ensure smooth running of the Dar es Salaam regional office.
• Manage logistics support for program operations, office supplies,
• Supervise administrative support staff to ensure timely and high-quality service delivery.
• Coordinate logistics for meetings, workshops, training sessions, and official visits.
• Maintain updated inventories of office equipment, furniture, and project assets
• Supervise cleaning of the office
• Managing preventive maintenance of the office building and equipment, ensuring the proper functioning of the equipment
• Ensure the utilities bills are paid on time
• Responsible for the supervision of Safety and Security and Emergency Preparedness.
• Ensure compliance with safety and security policies, procedures, and guidelines at Mwananyamala.

9. Fleet Management

• Vehicles and Generators Management
• Supervise daily tasks, including drivers' performances and allocating drivers' assignments based on workloads, schedule, tasks, and other related functions.
• Manage a database that details transport activities.
• Supervise and evaluate all transportation/fleet systems of Amref Tanzania.
• Supervise and ensure drivers comply with policies, time for parking, speeding limits, and proper filling of log books and allocation of fuel.