Human Resources and Operations Manager for the Senegal Country Office. The incumbent of this position will lead all aspects of our operations in the country, ensuring seamless integration between operational and program teams, with the common goal of achieving the Senegal office’s objectives. As a strategic partner to the Country Director, the Human Resources and Operations Manager will be responsible for analyzing and ensuring the smooth running of the operations department.
SCOPE OF POSITION
The Human Resources and Operations Manager oversees the overall operational management of the Senegal office’s activities. This responsibility includes overseeing administration, human resources management, facilities, logistics, procurement, travel, safety and security, and vehicle management, in accordance with Helen Keller policies and procedures, donor regulations, and national requirements. Working closely with the program management teams, the Human Resources and Operations Manager will facilitate the operational aspects of program planning and anticipate future operational resource requirements, with a particular focus on logistics.
FUNCTIONAL RELATIONSHIPS
The HR and Operations Manager reports directly to the Country Director for the day-to-day management of operations, with a functional line of communication to the Global Operations Manager for technical support. He/she is a key member of the Country Management Team (CMT). The incumbent directly supervises a team of professionals of varying skill levels and works closely with colleagues at all levels of Helen Keller’s Global management structure, including procurement, HR, logistics and administration experts. The HR and Operations Manager may also be required to participate in global working groups and/or communities of practice.”
MAIN RESPONSIBILITIES:
Human Resources Management:
• Support the recruitment of local staff and ensure that the process is properly documented;
• Contribute to the prevention, management and resolution of interpersonal problems and conflicts;
• Ensure legal and tax monitoring in order to guarantee the Senegal office’s compliance with labor law and in collaboration with the labor inspectorate if necessary;
• Ensure that personnel files are complete, up to date, and well organized in SharePoint;
• Ensure that staff working conditions meet standards;
• Ensure the quality of local staff contracts and their legality and set up a system for monitoring end of contracts;
• Ensure that end of contract and rights management is done in compliance with current procedures;
• Ensure that mandatory documents, such as the employer register, are kept up to date;
• Coordinate meetings with staff representatives; Supervise payroll management;
• Complete necessary periodic reports.
General Administration:
• Ensure that Helen Keller Senegal operates in compliance with applicable legislation and taxation and Helen Keller and donor regulations on administrative management;
• Oversee the preparation and execution of service provision and consultancy contracts;
• Oversee exemption requests and customs clearance procedures for imported goods
; • Manage country insurance requirements in accordance with Helen Keller international standards and country requirements.
• Manage legal advice.
• Manage country registration, ensuring it remains up to date.
• Maintain Helen Keller Senegal office premises leases and renewals in accordance with Helen Keller’s purchasing policy and ensure that original copies are properly stored in the country office and shared electronically with global operations.
• Monitor and maintain central country office operations records in NetSuite regarding registrations, legal advisor relationships, office leases, etc.
• Coordinate travel arrangements for Helen Keller staff including local transportation, visas, hotel reservations and provision of a local mobile phone or SIM card. Ensure all procedures are followed to welcome and orient international visitors including security briefings and up-to-date visitor guide.
• Oversee the management and retention of documents in accordance with Helen Keller Country Office policies.
• Maintain the Country Office SharePoint site as an internal platform to share key country information, announcements and resources.
Asset Management and Procurement:
Oversee the management, tracking and annual inventory of assets in Helen Keller’s Asset Management System.
• Supervise the Procurement unit to establish, direct and implement procurement processes and logistics to support the implementation of activities for all projects.
• Ensure compliance and consistency of Helen Keller procurement guidelines and forms with global procurement standards and guidelines.
• Build capacity of all staff in compliance with procurement standards and guidelines, conducting regular reviews and training as required.
• Oversee procurement processes to ensure timeliness and compliance with guidelines, cost-effectiveness and assist the Finance and Procurement teams in identifying and developing solutions to any procurement issues.
• Supervise procurement staff to ensure identification and implementation of sourcing strategy to include procurement planning and leveraging framework agreements with high frequency suppliers.
• Facilitate import clearance and warehousing solutions where required.
Office Management:
• Ensure a welcoming, clean and safe office environment for visitors and employees.
• Supervise staff team to ensure day to day management and maintenance of office facilities
. • Responsible for integrating staff into office management processes.
• Develop a process to manage office supplies and equipment and ensure adequate stock of supplies to avoid stock outs.
• Manage service contracts with suppliers for required administrative services – repair/maintenance, water, electricity, office supplies etc. to avoid service interruption and supply shortages; ensure all service contracts are obtained in accordance with Helen Keller procurement policies.
Safety and Security:
• Assist the Country Director in managing staff safety and security and responding promptly to safety and security issues. • Serve as the focal point for security, leading annual security and risk assessments and certifications, updating safety and security plans and policies, and leading staff security briefings and trainings.
• Ensure that safety devices are well maintained and checked regularly, including fire extinguishers, first aid kits, generators, electrical sources and physical security measures (i.e. guard service, protective walls, security bars).
• Provide safety and security orientation to all staff and collaborate with Global Operations to schedule regular safety and first aid training for staff.
• Maintain country office communication protocols, such as communication trees, and ensure that emergency protocols are communicated to all staff.
• Maintain the office visitor and vendor log.
• Manage and track all country office travel as approved by the Country Director. Provide logistical support for overnight stays, including transportation and hotel reservations.
Logistics Management:
Manage the purchase, registration, insurance and tax payments associated with all Helen Keller vehicles and generators.
• Ensure that records are maintained for each vehicle that include all maintenance and repair information, registration and insurance documents.
• Oversee the planning of movements and tracking of vehicles, including fuel, maintenance records, GPS tracking system.
• Ensure regular maintenance of Helen Keller’s fleet and the good condition of leased vehicles.
• Facilitate the ongoing assessment of the transport market and ensure that competitive contracts are awarded for vehicle leases and monitor them.
• Ensure that logbooks and fuel and lubricant consumption are regularly analyzed and report any discrepancies;
• Ensure that each equipment purchase is correctly recorded in inventory and that a physical inventory is conducted annually;
• Organize the auction of obsolete equipment.
Information Systems:
• Oversee the implementation, maintenance and continuous improvement of the organization’s information system.
• Ensure the availability, security and integrity of data and IT systems.
• Ensure that the information system meets the operational and strategic needs of the office.
• Work closely with headquarters operational teams to understand and meet their information system needs. • Supervise the collection, storage,analysis and presentation of operational data and key performance indicators.
• Ensure data quality and integrity throughout the information lifecycle.
• Implement data backup and recovery protocols to minimize the risk of data loss or corruption.
• Ensure compliance with data security standards, regulations and privacy policies.
Qualifications, skills and knowledge:
• Master’s degree in Business Administration, Logistics, Human Resources or a relevant field.
• Minimum of 5 years of relevant experience with the position or an equivalent combination of education and experience.
• Proven experience in Senegal is particularly relevant.
• Ability to work independently and in a team, assess priorities and manage a variety of activities with attention to detail.
• Demonstrated ability to successfully coordinate activities with project management staff and proven ability to work successfully in a team in a fast-paced environment.
• Able to maintain a high level of confidentiality.
• Demonstrated ability to gain the trust of colleagues and handle confidential matters with discretion and have experience in conflict resolution.
• Ability to assess priorities competently; Manage a variety of complex activities simultaneously in a time-sensitive environment and meet competing deadlines.
• Demonstrated experience working with U.S. government-funded programs required.
• Must have demonstrated understanding of Senegalese labor law, corporate law, NGO law, and others.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse employees, clients, and consultants.
• Strong organizational skills and attention to detail.
• Excellent oral and written communication skills in English an asset.
• Demonstrated computer skills, including Microsoft Office Suite, particularly Word, Excel, PowerPoint, SharePoint, Forms, Teams. Knowledge of PowerBi, Smartsheet, and other project planning and task management software an asset.
How to apply
To apply
Applications must be registered on https://forms.office.com/r/hyqmHQbQL8 no later than November 11, 2024 at 4:00 p.m. and Application files consisting of a cover letter and a curriculum vitae sent to recrutementhkisenegal@hki.org indicating the title of the position in the subject line.
“Human Resources and Operations Manager”
NB: Candidates must register their application on the link https://forms.office.com/r/hyqmHQbQL8 and the email address above to be considered during the counting. Those who do not follow these two steps will be eliminated.
Applications will be accepted until the position is filled.
Recruitment Procedure
Selection will initially be based on the application file and only selected candidates will be contacted for a written test and/or an oral interview with a jury.
In the spirit of our founder and namesake, Helen Keller is dedicated to creating an inclusive workforce where diversity in all its forms is fully valued.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability or any other characteristic that does not affect their ability to perform the required duties.
We are committed to providing reasonable accommodations to individuals with disabilities. If you are a qualified individual with a disability and need to request an accommodation during the application or interview process, please contact us at the email address above
HELEN KELLER INTERNATIONAL
• DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, TESTING, JOB INTERVIEW, PROCESSING OR TRAINING).
• DOES NOT REQUEST INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
DOES NOT RECRUIT THROUGH A RECRUITMENT AGENCY
