Job Details

Job Description

JOB DESCRIPTION

Position: Head Human Resource and Operations

Duty Station: Livingstone

Reporting: Country Director

Direct Supervision: HR and Operations Officer (vacant)

Oversight Supervision: Logistics and Admin Assistant, Logistics Officers, Property Staff

Background

On Call Africa (OCA) was set up by a group of doctors and international development experts, all with a shared desire to improve access to healthcare and health outcomes within rural communities. Looking to support communities with traditionally poor access to medical professionals and amenities, Zambia was selected due its low ratio of doctors to people. Following a consultation with the Ministry of Health, the Southern Province was selected as the starting point.

Our work in Zambia

On Call Africa collaborate with the Zambian Ministry of Health, supporting the achievement of their strategic objectives. We ensure that our work is embedded at all levels of the health system to ensure co-production takes place to develop programmes that meet national objectives, as well as locally identified needs.

On Call Africa operates at every level of the health system, helping to shape policy and design quality programmes, while also piloting and testing programmes at rural health facility, and community level, to build evidence of what does and does not work.

Through our 2022-2026 strategy our aim is to support improved access to quality healthcare in rural areas through:

• Improving access, to and quality of healthcare for rural communities
• Strengthen community health programmes
• Influence policy and practice in the rural health system
• Expand our reach

The Role

The key functions of the role among other key deliverable are to oversee the human resource management function and ensuring compliance with relevant labour statutes, providing necessary guidance to Staff and Management on labour matters, maintaining up to date HR Policies and procedures and ensuring Staff are sensitised. Ensuring performance orManagement ensuring

In addition, the role has overall supervisory oversight of Logistics Staff who are responsible for, among other responsibilities, timely payment of utilities, maintenance of service contracts, administration procurements,  managing, assigning, maintaining and servicing of the OCA vehicles, updating the asset register, and the Property Staff who are responsible for, among other assignments, maintenance of the grounds, swimming pool, Staff meals, ensuites, dormitories, and general health and safety

Responsibilities

Operations Leadership:

• Maintain oversight of HR and Operations budget lines and ensure that all are delivered within organisational budgets.
• Oversee reforecasting for all property and logistics expenditure quarterly.
• Review departmental monthly expenditures
• Ensure that policies and procedures across the organisation are implemented and regularly updated in collaboration with Staff and Senior Management Team (SMT)
• Provide input into the relevant Board Committee meeting reports and attend same as required.
• Ensure that OCA assets are managed effectively and that accurate records are kept in relation to all organisational assets.
• Ensure that service logs for all vehicles are maintained, ensuring required service dates are booked by relevant team members, and accurate mileage records are kept.
• Ensure vehicles are fit for travel and equipped with first aid kits and relevant tools for roadside repairs.
• Ensure vehicle fitness, road tax and insurance are in place for all vehicles.
• Ensure that vehicles, logistics staff and resources are appropriately allocated to meet programmatic and operational needs.
• Ensure that monthly electronic (Teams) logbooks and fuel reconciliation reports are submitted on time for onward review by relevant Departments
• Work with OCA IT provider to ensure that the IT and digital knowledge and systems work effectively, and that IT security meets compliance.
• Lead on Health & Safety, ensuring OCA consistently meet all standards and regulatory requirements
• Lead on the management of OCA property to ensure the working environment meets the needs for volunteering, staffing and service levels.
• Lead on Operations activities for the whole organisation, working with the Country Director and SMT, including procurement for suppliers and office management.
• Ensure that OCA is audit ready for HR and operations matters
• Assist the Country Director to ensure OCA is legally compliant on all its processes including annual returns with PACRA.

HR & People Leadership:

• Ensure the organisational culture, HR systems and processes reflect current best practice and meet the needs of staff, volunteers and managers.
• Ensure that a strong, cost-effective Learning & Development programme is in place, which supports career development at all levels.
• Build and maintain a culture of learning and improvement, providing support and opportunities for individuals and teams to develop and be empowered.
• Lead on employee engagement. Provide effective line management to the logistics and property staff, including regular supervision, support, professional development and annual appraisals
• Ensure that all staff are supervised and supported by their line manager, in accordance with policies and procedures.
• Ensure that all staff contracts are up to date and registered with the labour office as applicable.
• Ensure that all Staff documents and profiles are up to date in People HR and Teams.
• Ensure that all staff have up to date job descriptions that accurately reflect roles and responsibilities.
• Support line Managers to lead on disciplinary processes and ensure that they comply with internal policies and procedures and national legislation.
• Work with SMT to conduct annual pay review process and make recommendations to the pay review panel.
• Ensure that all insurances are in place and valid (vehicles, property, medical, assets etc)

Organisational Leadership:

• Contribute proactively to the development and delivery of all areas of the strategic plan and organisational-wide work, including sustainability, digital developments, HR matters, policies and procedures, and organisational development.
• Work in close partnership with other members of the management team and SMT to ensure effective and seamless service development, delivery and reporting.

Personal Qualities and Qualifications

Essential

• Grade 12 certificate
• First Degree in a social science e.g. Human Resource, Public Administration etc
• Masters’ Degree added advantage
• Undergraduate and or Master’s degree in human resource management an advantage
• 10 years’ overall relevant work experience,
• Minimum 5 years’ experience at senior management level and managing human resource and administration department
• Ability to work independently but also as a strong member of a team.
• Strong understanding of Zambian labor laws
• Experience managing large teams
• Experience developing and managing large budgets
• Experience leading HR and/or Operations in a fast-growing organisation
• Proficient with Microsoft Office – Word, Excel, Power Point Teams, Visio etc
• Good written and verbal communication skills in English
• Excellent organizational skills and the ability to prioritise work
• Ability to problem-solve, work positively with others to deliver results
• Willingness to work and li8ve in Livingstone where OCA currently operates

Desirable

• An interest or experience in community work in remote settings
• Valid driving license
• Experience of leading operations at an NGO or PBO, with sound understanding of regulatory requirements