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Friday 4 October 2013

People/Operations Manager - VSO

Job Title: People/Operations Manager
Organization: VSO
City Kampala,
Country Uganda
Category Manager

Job Summary: The Job holder will manage the Country Office (CO) people function which includes employees and volunteers, ensuring good people management practice, an efficient customer care service and adherence to global and local policies and procedures. As part of the Global People Group, matrix report to the Regional People Manager to implement the people plan to deliver high performance, change and transformation. He / she also manage the Country Office support operations in line with Country Office strategy.

Key Duties and Responsibilities:
Country and People Strategy:
Contribute to the development of the Country Strategic Plan.
Work closely and collaboratively as a member of the Country Office management team to lead delivery of objectives.
Represent VSO at internal and external events and meetings as appropriate.
Through the Regional People Manager, contribute to the development and implementation of a global BP strategy, working in partnership with the Country Director to understand country priorities.
Volunteer Management and Support:
Ensure all volunteers receive efficient ‘customer care’ throughout placements, ensuring global processes and policies are followed and any local adjustments are identified, updated and monitored.
Oversee medical management of volunteers as per the global process.
Lead in the management of serious volunteer issues, through to status review.
Respond pro-actively to volunteer support matters, develop and maintain systems to support dialogue, understanding and joint working between volunteers and the CO, to facilitate a ‘one team’ approach.
Ensure volunteer registration is conducted in accordance with legal requirements, including visas, work permits and police clearance.
Offer senior-level support to the administrative team dealing with related processes, including representation at local government level.
Ensure volunteers are briefed on CO Procedures and take the lead for development of the Volunteer Committee.
People Management and Leadership:
Effectively develop and manage a team in the CO.  Ensure they perform to a high standard in line with global processes.
Working with the CD and the Regional People Manager, promote a culture of high performance, creativity, ambition, customer service, positive communication and teamwork within the CO and ensure team ways of working and behaviours are in line with VSO values, policies and legal compliance.
Facilitate the performance management process across the CO under VSO’s performance management principles and support systems and tools.
Recruitment and Selection:
Work with the CD to develop a proactive resourcing plan for employee and volunteer vacancies, ensuring it attracts high caliber candidates.
Ensure that global processes are following for resourcing, induction and succession planning.
Liaise with the Volunteer Field Officer and support PMs and partners with the development of effective placement documentation and coach and advise on all aspects of resourcing where required.
Learning and Development:
Ensure all new employees engage with induction programmes fully during probation periods.
Work with Regional People Manager and CD to develop annual calendar of events, manage links to global training solutions and programmes.
Conduct workshops and training sessions as required.
Manage the in country training for volunteers, working closely with Programme Managers (PMs) and the Regional Training and Assessment Officer.
Change management and engagement:
Offer support culture change and ensure employees and volunteers are actively engaged in key issues affecting their work and VSO in general.
Work with the CD and senior management to inbed change.
Systems and Management Information:
Work with the transaction centre to ensure people data administration (for employees and volunteers) is undertaken to enable accurate and up to date records.
Produce regular people statistics on global processes to feed into Regional monitoring and analysis.
Ensure employee files are kept in accordance with.
Employee Relations:
Linking in with the transaction centre team, interpret and advise on employee policies, customise to local requirements and disseminate to all employees.
Stay abreast of all employee legal requirements in country.
Advise and support on any disciplinary or grievance issues, coaching line management.
Ensure employee needs for wellness and safety are met.
Pay and Benefits:
Working with CD and Regional People Manager ensure that the CO is well placed in the market and capable of retaining its core employee complement.
Establish and administer appropriate pay and benefit structures in line with approved VSO benefits and compensation policy.
Monitor all employee and volunteer entitlements to ensure accuracy and cost effectiveness.
Governance and Compliance:
Ensure requirements for CO registration are met and up to date.
Ensure employees comply with internationally applicable legal requirements.
Develop relationships with government departments and ensure all employment and immigration requirements are adhered to.  

 Programming Support:
Work closely with PMs to ensure programme work administrative support is carried out satisfactorily.
Participate actively in programme development through joint visits to partners with PMs.
Establish and maintain Country Office administrative and logistical systems and procedures (including Information Technology).
Ensure Country Office resources and assets are deployed efficiently and effectively; contracts with service providers (e.g., Information Technology, travel, housing, logistics) and deliver value-for-money; and VSO’s assets are safeguarded at all times.
Advise Country Office team on the use of resources to minimize waste, be environmentally friendly and cost effective.
Keep Manual of Country Office procedures up to date and communicate changes to all employees.
Ensure systems are in place to safeguard VSO’s assets, including negotiating fair terms for VSO contracts on rents, purchases and maintenance of premises and other VSO property to VSO audit standards.
Manage development of appropriate Country Office logistics and purchasing procedures and ensure effective and consistent application by employees (including vehicle purchasing, operating, maintenance and replacement policy).
Co-ordinate and implement effective Information Technology administration.
Put systems in place to provide adequate Country Office Health & Safety standards.
Set up systems to monitor, evaluate and report on the status of procurement, procedures, budget expenditure and volunteer issues.
Financial Management:
Compile and manage a support team budget according to VSO guidelines.
In liaison with the Finance Manager, monitor and advise programme managers on timely delivery of budgets and related financial requirements.
Other - Fulfill other appropriate level accountabilities as defined by the Country Director from time to time.

Qualifications, Skills and Experience:
Human Resources: Experienced Human Resources professional with demonstrable experience at management level.
Ability to advise, coach and influence others in people management matters.
Knowledge of Country employment and immigration laws.
Experience of delivering and analysing high quality management information.
Experience of using Human Resources information systems and running a range of reports.
Good understanding and commitment to data protection and equality and diversity issues.
Experience of developing and delivering learning and development initiatives.
Experience of working with different cultures and backgrounds.
People Management: Substantial people management within a complex organisation.
Ability to lead, develop, motivate, coach and support a high performing team.
Ability to lead and take difficult decisions.
Demonstrable commitment to delivering excellent customer service.
Communication Skills: Excellent written and spoken English.
Ability to negotiate and maintain relations with government offices.
Excellent interpersonal skills, able to influence and coach and ability to build partnerships and relationships in a multi-cultural environment.
Experience of cross-cultural working and an understanding of issues of diversity.
Work Management and Problem Solving: self-organised with ability to manage time and tight schedules, working effectively under pressure
Ability to work on own initiative, with a creative approach to problem solving.
Strong level of attention to detail.
International Development: Good understanding of the role of international development, more specifically volunteering in Country.
Financial Management:
Strong financial management skills (including ability to understand and work with restricted and unrestricted funds concepts, and project funding issues);
Good understanding of financial management policy and excellent budget monitoring and management skills.
Information Technology: Good level of computer skills (Windows, Excel, Power Point, Word, Outlook, Internet).
Flexibility to adapt to new situations, with a positive attitude to working in an international organisation.
Ability to travel occasionally and spend time away from base and home.
Commitment to VSO’s values
Experience working with international Non-Government Organisations and with Government Officials.
Experience of working with volunteers.
Offer a good driving license.
Project management experience.

How to Apply:
All applications should please send an updated CV and cover letter to vsouganda@vsoint.org . Please quote the job title in the subject line. The cover letter should detail the reasons you believe you are suitable for the role and outline your current salary, benefits package and your salary expectations. Please include telephone and email contact and details of two referees (one of whom should be your current or most recent employer). All CVs sent without the cover letter will not be considered. VSO is an equal opportunities employer and welcomes applicants from all backgrounds. Due to anticipated interest in this post, only short-listed candidates will receive a response.

Deadline:  15th October 2013