Search for Common Ground’s (Search) mission is to transform the way individuals, organizations, and governments deal with conflict, away from adversarial approaches and towards collaborative solutions.

Under the Pontes de Paz | Daraja la Amani Project, Search for Common Ground (Search) and the International Organisation for Migration (IOM) are implementing a Northern Mozambique-Southern Tanzania Borderlands Project which is funded by the United Kingdom Foreign, Commonwealth and Development Office (FCDO), Conflict, Stability and Security Fund (CCSF) East Africa. This is a three-year project seeking to build cross-border communities’ resilience to instability in the border areas of Northern Mozambique and Southern Tanzania. The project is targeting borderlands communities of Mozambique; namely Palma and Mocimboa da Praia and Tanzania, namely Mtwara DC, Tandahimba and Newala districts.

Search is looking for an Assistant, Administration and People & Culture who will be based in Pemba – Mozambique. This person will support Administration and People & Culture functions and activities and will assist in the assessment, development and implementation of needs and services, and to provide necessary tools, as needed in the project.

Responsibilities

• • Support Search for Common Ground’s rules, regulations, policies, processes, procedures, and standards to uphold compliance and confidentiality.
  • Provide support to Administration and People & Culture functions and activities.
  • Assist in the assessment, development and implementation of needs and services, and to provide necessary tools, as needed.
  • Provide a wide range of administrative support services to the various functions within the Country Office.

HR Operations

• • • Respond to routine Human Resources requests in a timely manner.
    • Relay non-routine requests to the supervisor.
    • Enter employee information into the Human Resources Information System(s).
    • Maintain up-to-date paper and/or electronic files including and not limited to employee files, recruitment files, performance management, leave management.
    • Support payroll processes, including but not limited to collecting timesheets and leave requests.
    • Follow through with all exiting employees to ensure that all exit documents are submitted, and all assets are retrieved.
    • Manage all employment contracts and ensure copies are kept in the files.

• • • Support the full recruiting process in a timely manner, including, and not limited to advertising open positions, scheduling interviews, preparing interview packets, collecting interview notes/feedback, distributing relevant information.
    • Conduct terrorist and reference checks and maintain new hire information.

• • Support new employee onboarding, including, but not limited to announcements, communications, and orientation schedules.
  • Enroll new employees for benefits.
  • Collect, process, and file new employee paperwork.

Administration

• • Receive documents and other deliveries for the office, ensuring that these are distributed to respective addressee
  • Organize the dispatch of mail and courier packages
  • Arrange for events, meetings and conferences as requested
  • Maintain updated information on accommodation and conference facilities
  • Source for quotations and provide cost analysis for supplies, equipment and services at favorable costs consistent with quality and schedules
  • Oversee the maintenance of office equipment
  • Expedite delivery of goods and services from vendors
  • Ensure adequate supply and timely replenishment of office supplies
  • Keep the assets inventory updated
  • Make flight, hotel and transport bookings for staff and visitors as requested
  • Follow-up on payment of utility bills
  • Match POs to supplier statements and allocate charge codes to supplier invoices e.g. taxi, air tickets and transfers
  • Infuse organizational values into all work.

Competency Behavior Indicators (Knowledge, Skills, and Abilities)

• • • Relates well to colleagues and to all levels of managers; works cooperatively and effectively across teams.
    • Participates in active listening and is receptive to learning.
    • With close supervision and direction from the supervisor, researches and compiles materials for team documents, briefing materials, and presentations.
    • Appreciates multicultural teamwork and demonstrate cross-cultural sensitivity.
    • Obtains essential information for a task or project. Proven attention to detail and maintain adaptability and flexibility.
    • Is resourceful and uses Search’s technology to support efficiency for self and team members.
    • Demonstrate sound judgment and initiative with little guidance.
    • Ability to deal with matters on strict confidentiality
    • Good organizational skills; ability to manage and prioritize tasks.
    • Good communications skills essential, in both written and oral form.

Education and Experience

• • College Diploma in Human Resources Management or Business Administration: local HR certification preferred.
  • Understanding of local labour laws.
  • Experience and knowledge of HR practices, including recruitment, hiring, and salary and benefits administration, preferred.
  • Experience working with office procedures, systems and equipment, preferred.
  • Computer aptitude and experience with MS applications.
  • Written and oral fluency in English and Portuguese.

Submission: https://jobs.lever.co/sfcg/ac7a7c94-5303-414f-a904-581e3771797e

Submission deadline: 31 August 2024.