Administration Manager at Ujamaa Africa

Overview of the Role;

Operation Management

• Ensure the smooth and adequate flow of information within the company to facilitate other organization operations
• Manage schedules and deadlines
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Monitor costs and expenses to assist in budget preparation
• Identifying opportunities to improve organization policies or objectives

Recruitment, Onboarding and Induction

• Get directions from the Executive Director about new positions, contribute actively in planning the recruitment cycle till the end.
• Oversee the process of compiling, organizing and updating staff records and documentation as per the organization standard checklist
• Responsible for planning and ensuring systematic induction for all new employees of the designations.

HR Support Functions

• Support the HR department by updating HR databases with different information such as new hires, terminations, sick leaves, warnings, and days off.
• Generate offer letters; contract letters and issue to the selected candidates.
• Maintain the personal files for staff and update them regularly. Track the attendance of all staff day wise in via ERP Software as per organization requirement and communication.
• Track leave database, eligibility, availed and closing balances of leaves and provide this information on monthly basis to the Finance Manager for payroll input.
• Follow up for the clearance certificate and ensure final settlement is done within standard agreed timeline.
• Ensure that contract renewals are done in a timely manner.

Performance Management

• Track Probation reviews with timelines and ensure outcomes are communicated formally through letters.
• Communicate the process of annual appraisals, receive, verify the forms and share the consolidated outcome in specified formats to management.

Employee Engagement

• Handle employee grievances formally and informally, forward them to concerned department and follow up for resolution.
• Coordinate and manage a wide range of employee engagement activities on regular basis
• Organize and facilitate the monthly – quarterly – half yearly – yearly staffing reviews
• Ensure operations adhere to policies and regulations, employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.

Qualifications;

Preferred Education Background:

• A Degree in Business Administration, Management, or any related Social Sciences field
• Knowledge of HR software (HRIS or HRMS platforms)

Preferred Work Experience:

• Minimum 3-5 years of experience in Admin, and HR support functions.
• Experience in a related field, such as management or financial reporting, preferred.
• Familiarity with budget planning and enforcement, human resources, and customer service procedures.
• A career in non-profit organization will be an asset

Preferred Skill Set:

• Ability to effectively use computer software including Microsoft Outlook, Word, Excel and HR software
• Exceptional leadership and time, task, and resource management skills.
• Ability to plan for and keep track of multiple projects and deadlines.
• Excellent organizational and time-management skills
• Act as a reliable and supportive team member
• Excellent communications and interpersonal skills
• Data-driven mindset