Human Resources & Administration Officer

ARASA seeks to recruit a competent, committed and dynamic individual to join its regional team.

We are seeking a highly capable HR & Admin Officer to join our team and provide comprehensive support to our Human Resources department.

Role Dimensions: The role-holder will work closely with Finance and administration department and reports to the Director on all HR related matters.

• In this role, incubent will be responsible for efficiently processing employee data, keeping company policies up-to-date, and assisting in the hiring process.
• Your exceptional organizational skills and expertise in HR functions will contribute to the smooth running of all HR operations.
• You will play a crucial role in maintaining accurate employee records, ensuring compliance with HR policies, and promoting effective communication within the organization.
• Your attention to detail and ability to handle confidential information with discretion will be essential in this role.

Primary Responsibilities

Manage and carry out ARASA’s activities pertaining to administration and human resources

management; and ensure a high level of professionalism in those areas.

1. Human Resources Management Tasks:

• Assist in implementing strategic human resource policies that enable ARASA to effectively fulfil its mandate by recruiting the right staff, deploying and developing them effectively.

• Support the recruitment processes of ARASA staff and associates.

• Administer the letters of appointments (new letter of appointment or extension) and other personnel documents in relation to staff appointment;

• Organise and carry out onboarding processes for new staff as well as the refresher course for all staff.

• Maintain the staff members’ personel records both in hard and soft copies in the system;

• Maintain the Consultants register, administer agreement/contract and the documents filing of Consultants in both hard copies and electronic copies;

• Ensure to maintain and update the accurate job descriptions within the organisation;

• Maintain insurance matter related to staff, as well as liaising with insurance company;

• Maintain the leave record management system and verify annual leave records;

• Assist in coordinating training activities for staff in line with human resource development strategy;

• Organise probationary and annual performance evaluation exercises for all ARASA staff members;

• Prepare exit separation documents for staff members leaving the ARASA. 2. Administrative tasks:

• Assist in the administration procurement of goods and services required for the office as well as for all staff.

• Arrangement of new staff Assets and timely allocation of office equipment

• Manage the filing, storage and security of ARASA documents;

• Manage the administrative requirements for the repair and maintenance of office and computer equipment;

• Assist in facilitating necessary permits/licences from government(s) for building maintenance; utilities; and other equipment;

• Assist in managing ARASA facilities, including: premises and equipment; fixed assets inventory; insurance; and office renovations where necessary;

• Administer incoming/outgoing shipment of personal effects of staff members;

• Administer official travel arrangements of staff members, including reservation and issuance of air travel, hotel accommodation and appropriate daily subsistence allowances;

• Establish and maintain suppliers accounts/database;

• Administer the legal documents or contract with third party (suppliers, vendors etc)

• Ensure that administrative and human resources procedures follow principles of good governance while ensuring speedy delivery of services in the context of an emergency operations organisation;

• Ensure adherence to ARASA administrative rules and procedures;

• Assist the procurement committee in tenders and administer tender awards and contracts process;

• Obtain legal advice on various issues;

• Communicate with other Division/Units officers to adhere to all necessary aspects of corporate affairs, in particular administration, procurement, human resources, legal etc.;

• Ensure the organisation’s safety and security measures are implemented;

• Develop, update in a timely manner and implement general administrative procedures of ARASA;

• Organise and manage the visa and other legal documents needed by staff members or Consultant if deemed necessary, and act as the single contact point for all matters related to visa.

• 3. Others:

• Perform other related duties as required as assigned by the Director.

• Job Qualification

• Education

• Preferably Master’s Degree in one or more of the following disciplines:

• Business Administration, Management, Human Resources Management, or relevant studies.

• At least 3 (three) years of proven experience with Master’s Degree OR minimum of 5 (five) years of proven experience with Bachelor’s Degree, specifically in the area of office administrative processes, procurement and human resources management;

• Experience working in NGO international organisation and/or private sector, desirable;

• Exposure to relevant activities dealing with various international/regional organisations, or related institutions, desirable.

• Competency Profile

  Technical Competency

• Proficient knowledge in:

  • Human resources management;
  • Procurement system;
  • Travel administration;
  • Inventory system;
  • Office security and emergency system;
  • Computerised Human Resources Management systems;

• Contract management skills;

• Computer skills including the ability to operate spread sheets and word processing programes;

• Good regional and international awareness of developments in human rights management is an advantage

• Managerial Competency

• Awareness of regional and international issues;

• Good human rights management skills;

• Ability to facilitate operations;

• Good command of oral and written English;

• Good communication skills;

• Good relationship management skills

• Other Competency Profile

• Planning and organising: Ability to establish a coherent course of action to achieve goals, ability to translate plans into actions, organise work, monitor & review outcomes, and communicate the results clearly both orally and in writing;

• Teamwork: Ability to build trust and respect among fellow team members and contribute to the resolution of workplace conflict;

• Communications and interpersonal skills: Ability to express thoughts clearly, accurately and succinctly in verbal and in writing to different audiences, and ability to relate well with others and to maintain relations with cordiality and diplomacy;

• Ability to work in a multi‐cultural setting and under pressure: Ability to interact effectively with people from different cultures, ability to multi-task and remain efficient and productive under pressure;

• Effective problem solving skills: Ability to use sound judgment and initiative, develop options and achieve outcomes;

• Organisational awareness: Ability to align thinking and actions to organisational values;

• Flexibility and adaptability: Ability to respond positively to change and new organisational practices, structures, procedures and technology; and

• Personal credibility: Has high regards for self-discipline, good attendance record, respect punctuality and set example to others, show consistency in words and actions, has high integrity and is conscientious;

Background

Established in 2003, the AIDS and Rights Alliance for Southern Africa (ARASA) is a regional partnership of over 100 non-governmental organisations working together to promote a human rights-based response to HIV and TB in 18 countries in Southern and East Africa through capacity strengthening, advocacy and research and learning. The Regional Office of ARASA is located in Windhoek, Namibia.

Organisational Profile

ARASA has a new strategy (2023-2028) which is the road map for its Increased Capacity, Coordination, and Accountability for Equality, #ICCA4EQUALITY work. ARASA envisions a healthy and just Southern and East Africa where Every Body Counts. The mission is to be a leading convener, space creator, advocate, and contributor for the establishment of a socio-political and regulatory frameworks that contribute towards reduced HIV and TB infections, SRHR and equality.

Guided by the PANEL Principle (Participation, Accountability, Non-discrimination and equality, Empowerment, and Legality), ARASA’s core values are -Transparency and Accountability, Integrity and Dependability, Zero tolerance for corruption; and Justice and Tolerance.

ARASA’s strategic direction is based on the following principles: meaningful and measurable involvement of civil society; empowered citizens and responsive governments; human rights approach, especially people living with HIV and populations most at risk of HIV infection; equity and gender equality; provision of evidence of change and technical knowledge; and; non-discrimination and inclusivity.