People and Culture Officer (Administration and Documentation)
Purpose of the position:
To provide high-quality support to the People and Culture (P&C) division and its team which ensures effective and efficient running of the Division’s office operations.
Roles and Responsibilities:
Administrative and logistics Support:
Manage the Human Resource filing, storage and security of documents and correspondences (i.e. P&C Division general files and personnel files) and ensure all documents are properly kept.
Attend to all division correspondences / letters (i.e. relocations, acting appointment, disciplinary notification, terminations notification, visa introduction letter and other correspondences) as per guided by the P&C Director or Manager or Coordinator.
Prepare P&C Division related certificates (i.e. certificate of services, performance management certificates, length of service awards etc.)
Circulate confidential P&C Division documentation with respective and relevant divisions.
Regularly scan P&C documents and send to the respective zones/departments as requested.
Attend to general incoming and outgoing e-mails of the P&C Division.
Facilitate and coordinate workshops, meetings and other related logistics
Handle and attend to visitors of the P&C Division (Help Desk) and direct them to the relevant P&C staff when required.
Follow up P&C Division payment sent to accounts in the Finance Division.
Management of Existing WVT P&C process and systems
Administer and monitor WVT People and Culture Information System (PCIS) / Our People to help ensure 100% accuracy for all WVT staff data including maintain a database for WVT interns, volunteers and temporary staff.
Update staff contracts, position changes and staff transfers to the different WVT areas of operation as per approved guidelines and ensure effective information flow to the ADPs and project sites.
P&C Division Office Facilities and Utility management:
Ensure P&C Division office facilities are in good order and well maintained.
Raise requests for all P&C Division office supplies on time, to make follow up on the purchases and ensure that the supplies are provided for the required purpose.
Oversee the cleaning within the division and ensure that the office premises are cleaned and maintained on time. Will also supervise cleaners attached to the Division from the cleaning company.
Maintain and update regularly the P&C Division asset register.
Maintain stock records for the P&C Division office supplies.
WVT International staff, Learning/Global Center staff support
Facilitate and support with all WVT international staff’s work permits, visas, and business visa or business passes processing as required or requested by the P&C Director or P&C Coordinator.
Support WVT international staff with P&C related matters as requested by the P&C Director.
Facilitation and follow up and filling of P&C related annual forms
Facilitate and Coordinate WVT staff signing of various annual forms and ensure they are kept in the HR files (i.e. Child protection forms, self-disclosure, etc.)
Facilitation and follow up of WVT new hires, continuing staff and exiting staff P&C Documentation.
Opening New Hire Personnel Files and ensure all documentation is available in accordance to the HR file checklist.
Prepare WVT Staff ID’s within the first week of joining WVT
Follow up and prepare employee contract renewal documentation as well as contracts for new hires.
Work with recruitment and Staffing Specialist to provide any needed support with orientation of new hires.
Support the People and Culture team members (P&C Coordinator/Manager, P&C Specialist - Grants, Senior Legal Officer and the Senior P&C Officers:
Support in facilitating interview logistics
Support in P&C Administration
Support / Act in other P&C officers positions when they are absent
Acting Staff Management:
Prepare acting letters.
Compile acting sheet on monthly basis.
Produce acting report on monthly basis.
Weekly and Monthly Reports.
Prepare key weekly / Monthly reports.
Support and facilitate timely collection/review of P&C Division performance reports for compiling the divisional monthly, quarterly, semi- annual and annual reports.
Qualifications: Education/Knowledge/Technical Skills and Experience:
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
Minimum Qualification required: Degree in Human Resource Management, Public Administration Management, Business Administration or related field from a recognized Tanzanian University.
Experience: At least 3 years’ experience working in a medium to large private, public or non-government organization in an administration role. Experience should include dealing with the public and a variety of different stakeholders. Candidate should be able to demonstrate strong experience in developing and maintaining administrative processes and procedures to improve the efficiency of the organization.
Preferred: Candidates with formal training and relevant qualifications for the position will be favored. Candidates with experience in managing service contracts will be preferred.
Technical Skills & Abilities: Excellent computer skills including Word, Excel and PowerPoint skills. Excellent customer service and communication skills. Excellent command of Swahili and English – both written and verbal skills. Excellent organization and administration skills. Strong skills in expense management and accountability.
Ability to review several diverse reference sources, select and synthesize data into styled reports, briefs and presentations.
Must be a committed Christian, able to stand above denominational diversities.
Must be able to provide spiritual leadership within but not limited to chapel and daily devotions;
Must have outstanding oral and written communications and relationship skills and;
Must be willing to perform other duties as required.
Working Environment / Conditions:
Work environment: Office-based in Arusha.
On call: 10%.