Human Resources & Administration Manager - AWARD

Overview

To provide leadership and direction in all human resources, administrative and operational activities within AWARD, with the overall objective of achieving AWARD’s vision and mission and in line with CIFOR-ICRAF center policies.

Duties and responsibilities

HR Administration and Development

• In collaboration with CIFOR-ICRAF, take responsibility for all AWARD Personnel Administration activities (including recruitment, staff transitions, consultants’ recruitment, staff development) providing guidance and advice in the implementation.
• Provide efficient and proactive support to the Globally Recruited Positions (GRP) and attend in a timely manner to management team.
• In collaboration with CIFOR-ICRAF, ensure AWARD’S full compliance with local legislation and all HR policies and procedures established by CIFOR-ICRAF for various Staff categories, including but not limited to hiring, discipline, promotion, termination, etc.
• Develop, plan, implement and review regular induction sessions for new staff.
• Oversee maintenance of AWARD staff personnel files in collaboration with CIFOR-ICRAF including timely provision of inputs for all payroll transactions managing all HR benefits and supporting Staff in processing claims.
• In collaboration with CIFOR-ICRAF, facilitate the processing of the yearly reviews of performance evaluation, salary, and promotion for staff.
• Develop and implement an AWARD HR Information Systems and ensure accuracy and consistency of staff records.
• Advise Director on staff career management, identifying gaps or realignment of staff, re-skilling of staff and/or retention plans.
• Identify and coordinate regular staff wellness seminars.
• Manage leave schedule - ensure continuity of operations when staff members are away on leave or on mission.
• Supervise and mentor Officers within Operations and Administration Unit.
• Lead the development of the annual HR work plan and budget in collaboration with relevant stakeholders from AWARD Programs and HR Management to ensure alignment in terms of priorities and joint efforts across the organization
• Contribute to the updating of AWARD HR guidelines in line with CIFOR-ICRAF HR policies.
• Ensure appropriate internal communication on HR related matters in coordination with the CIFOR -ICRAF HR and the AWARD Director in mediation of conflict and addressing respect in the workplace.
• In collaboration with the CIFOR-ICRAF Corporate Services, prepare and implement the Occupational Health and Safety plan for AWARD to comply with CIFOR-ICRAF’s policies and regulations.

HR Development.

• Lead the development of the annual HR work plan and budget in collaboration with relevant stakeholders from AWARD Programs and HR Management to ensure alignment in terms of priorities and joint efforts across the organization.
• Facilitate the resolution and escalation, when necessary, of issues in collaboration with CIFOR-ICRAF.
• Contribute to the updating of AWARD HR guidelines in line with CIFOR-ICRAF HR policies. 
• Ensure appropriate internal communication on HR related matters in coordination with the CIFOR -ICRAF HR and the AWARD Director in mediation of conflict and addressing respect in the workplace.
• In collaboration with the CIFOR-ICRAF Corporate Services, prepare and implement the Occupational Health and Safety plan for AWARD to comply with CIFOR-ICRAF’s policies and regulations.

Management Support.

In addition to the specific tasks below, coordinate AWARD townhalls, the Steering Committee Chair’s & Vice Chairs’ and other high-level visits to AWARD.

   Director’s office Support

• Support Director in planning visits with strategic stakeholders (international, regional and local).
• Collate high quality briefing materials for the Director and other senior staff, obtaining agenda items for appointments and meetings.
• Manage Director’s appointments and schedule high level meetings and provide guidance on priority lists.

Steering Committee

• Manage Steering Committee documentation, bringing to table any updates to be discussed or acted upon.
• Manage and schedule Steering Committee meetings.
• Lead the preparation of semi-annual update reports for the Steering Committee
• Work with Director on Steering Committee meetings’ agenda.
• Provide rapporteur support in Steering Committee meetings.
• Provide support on development of regular updates to the Steering Committee.

Management Team

• Serve as a member of the AWARD Management Team.
• Organize Management Team meetings, develop the agenda, take minutes and follow up on action points.
• Keep track of the overall Workplan and point out gaps or conflicts.
•  Act as a central point of contact for AWARD staff and stakeholders.

       General Office management.

• Coordinate office activities to ensure efficiency and a high level of productivity.
• Act as a central point of contact for AWARD staff and stakeholders, receiving visitors and email communication.
• Oversee management of physical office resources, including office space and work towards a conducive work environment.
• Develop a workflow system in the unit for smooth delivery of services.
• Induction and guidance to new staff.

Requirements

• Master’s degree in Human Resources Management, or related field preferrable.
• Minimum of eight (8) years’ work experience in human resource management, including recruitment and retention.
• Over four (4) years of proven administrative experience managing the operations of a fast-paced Executive Director’s office.
• Advanced knowledge of relevant administrative and/or operating protocols and policies of the function.
• Proven experience managing junior/middle level staff.