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Human Resources and Administration Manager at Creative Associates PAIC

Akwajobs   (Maroua, Cameroon)

Posted : 27 October, 2016
Category : Human Resources   Location : Maroua, Cameroon
Job type : Full Time

BACKGROUND

Creative Associates International Inc. is a dynamic and fast-growing professional services firm that specializes in international development in the areas of education, democratic transitions and stabilization in post-conflict environments. Based in Washington, DC, the firm has a field presence in 20 countries worldwide with a strong and diverse portfolio that includes global contracts with the U.S. Agency for International Development (USAID) and other clients including the U.S. Department of State and the U.S. Department of Defense. The firm has earned a solid reputation among its clients and missions worldwide and is well-regarded by competitors and partners alike.

PROGRAM DESCRIPTION

Creative Associates International Cameroun Limited (Creative Associates) is preparing for the implementation of USAID's Office of Transition Initiatives program in Cameroon: le Programme d’Appui à l’Initiative Communautaire (PAIC). The two-year program will be working to strengthen inter-community relations through local initiatives, empower youth, and increase social cohesion. The USAID/OTI Cameroon program will work at the local level in partnership with local organizations. To lead and support the implementation of the Programme d’Appui à l’Initiative Communautaire (PAIC), Creative Associates seeks to engage a highly qualified and motivated team. All positions, including positions based in Yaoundé, are full time and require a willingness to travel throughout northern Cameroon. Creative Associates is especially interested in receiving submissions from women applicants. Only qualified candidates who follow the application instructions will be contacted.

POSITION SUMMARY

Working under the supervision of the Operations Manager and in coordination with the Chief of Party, the Human Resources & Administration Manager (HR&AM) is responsible for the transparent and competitive recruitment, hiring, and retention of qualified personnel for the PAIC program, in accordance with Creative and USAID policies and procedures and local labor law. The HR&AM is responsible for supporting the development of local human resource and administration policies and procedures, including recruitment, wage and salary administration, training, employee relations, and benefits in accordance with Creative and USAID policies and procedures and consistent with local labor law. S/he will provide recommendations to the Operations Manager and Chief of Party concerning human resource policies and practices, and will develop human resource plans and strategies to meet the program’s requirements. In this role, s/he will ensure that program policies and practices comply with applicable local labor laws and regulations. Additionally, s/he is responsible for supervising, training, mentoring, and evaluating the performance of the Logistics Officer, HR Officer, and IT Officer. This position will be based in the Maroua office, with program activities expected to be carried out throughout the Far North. Extensive and frequent travel throughout the Far North is required.

REPORTING & SUPERVISION

The HR and Admin Manager reports to the Operations Manager in Yaounde and supervises the Maroua-based Human Resources Officer, Logistics Officers, and IT Officer.

PRIMARY RESPONSIBILITIES

Primary responsibilities include but are not limited to the following:

General

  • Develop and manage all HR and administration systems to support Creative operations in Cameroon.
  • Develop and implement policies regarding human resources activities, such as recruitment, compensation, benefits, training, employee relations, and performance management. 
  • Process, verify, and maintain documentation relating to personnel activities such as staffing, recruitment, training, grievances, performance evaluations, and position and job classifications.
  • Interpret and provide guidance and instruction to subordinates/peers on HR processes, policies, workflow, and work unit priorities.
  • Develop professional HR substantive expertise through continuous learning activities such as attending academic courses, seminars, workshops, reading professional research journals or conducting research to support program development.
  • Study and analyze positions and prepare position descriptions based on job responsibility questionnaires and personal interviews; Evaluate positions using established evaluation systems, determine grades and prepare records as to the validity of the evaluations.
  • Record and track data from position descriptions and job salary evaluations to ensure consistency and compliance with Creative policies and procedures and USAID regulations.
  • Identify staff vacancies and recruit, interview, and select applicants.
  • Provide employees with information about policies, job duties, working conditions, wages and opportunities for promotion and employee benefits.
  • Administer compensation, benefits and performance management systems, and safety and recreation programs.
  • Advise managers on organizational policy matters such as equal employment opportunity and sexual harassment, and recommend needed changes. 
  • Plan and conduct new employee orientation to foster positive attitude toward organizational objectives. 
  • Analyze training needs to design employee development, language training and health and safety programs.
  • Serve as a link between management and employees by handling questions, interpreting and administering contracts, and helping to resolve work-related issues.
  • Conduct exit interviews to identify reasons for employee termination. 
  • When needed, contract with vendors to provide employee services, such as background verification, health and life insurance, and transportation.
  • Assist supervisors and staff with understanding and using the Performance Evaluation System.
  • Provide oversight to the work performed by the drivers and a cleaner and ensure their duties are carried out in a timely and efficient manner.
  • Mediate conflict, grievances, and harassment cases. 
  • Make decisions on HR issues in consultation with the Operations Manager. 
  • Additional assignments, as instructed by the Operations Manager and/or Chief of Party.

Human Resources 

  • Monitor time and attendance of staff and other personnel functions.
  • Process leave request forms. 
  • Maintain files for all employees and Short Term Technical Assistance (STTA) consultants, and casual laborers hired on an occasional basis.
  • Process and track the dates of employment and consulting agreements to ensure these do not lapse.
  • Ensure all staff record hours on their timesheets daily and submit these by noon on the last work day of the month for approval.
  • Develop and cultivate a strong relationship with the labor office. 
  • Review and discuss any issues related to employee or STTA agreements with the Operations Manager, Chief of Party and Creative’s local legal counsel.
  • Induct and train new staff and STTA consultants on Creative’s policies and procedures, especially those related to human resources (HR) and administration.

Recruitment

  • Lead and manage recruitment of employees and short-term technical assistance (STTA) consultants.
  • Post job and consultancy advertisements on the PAIC website, in local media, outlets on online and physical job notice boards, 
  • Organize and review CVs for advertised positions, shortlist candidates in collaboration with Regional Program Manager, Operations Manager, and Chief of Party.
  • Administer exams to applicants and schedule interviews.
  • Vet candidates by doing thorough reference and background checks and reviewing and verifying documents presented to substantiate both education and salary history.
  • Support selected candidates to complete and/or correct their 1420 Employee Biographical Data form.
  • Prepare hiring memorandums to document and ensure transparent and competitive recruitment process.

Administration

  • Responsible for general maintenance of the Maroua office.
  • Order office supplies and maintain supplies inventory for Maroua office. 
  • Respond to requests for supplies, furniture or equipment requests from, after review of previous inventory levels and status.
  • Obtain quotes for purchases of recurring items for the functioning of the Maroua office. 
  • Carry out the procurement process with the support of the ICT Officer and Logistics Officer for relevant non-program items required for the functioning of the Maroua office.
  • Coordinate the preparation and updating of the inventory of all non-program-related purchases in the Maroua office. 
  • In collaboration with the Operations Manager, and the Procurement Manager, maintain a consolidated inventory for all operations non-expendable property (NXP) for the Maroua and Yaoundé offices.
  • Process equipment handover receipt documentation for all staff based in the Maroua office.
  • Maintain files for monthly services, public utilities, and service agreements for phone, communication, internet providers, insurance, etc.
  • Create and maintain files on operationsrelated sub-contracts and frequently used vendors.
  • Create and maintain files on equipment and property including vehicles, communication equipment.
  • Provide and/or secure administrative support for senior management staff.

Local and International Travel

  • Manage the vehicle fleet, maintenance of vehicles, and track fuel use following Creative fuel tracking and management system.
  • Plan and schedule vehicle movements as requested by PAIC staff. 
  • Indirectly supervise and manage HR Officer, drivers, receptionist and cleaners. 
  • Serve as one of Creative’s focal points for security information and feed this to the Operations and Chief of Party as appropriate. 
  • Ensure that all staff follow Creative’s safety and security policies and procedures.
  • Ensure the Logistics Officer regularly inspects vehicles with drivers and that vehicles appear to be in good running condition and are equipped with required tools.
  • Ensure that all necessary registration documents are in vehicles and copies are maintained in the office.
  • When necessary ensure that relevant local authorities are aware in advance of Creative staff travel to the field and prepare “Ordre de Mission” for trip for the Operations Manager, Chief of Party or Regional Program Manager to approve. 
  • Keep abreast of road conditions across northern Cameroon and provide guidance safe driving and travel routes for drivers and passengers.
  • Ensure that staff travelling in insecure areas are equipped with functioning and charged satellite phones. 
  • Ensure that booking for short- and long-term housing and hotel accommodation is done in advance of travel and arrivals. 
  • Ensure Logistics Officer dispatches drivers to the airport with a copy of the traveler’s name and flight itinerary and a sign with the name of the traveler and Creative logo, if appropriate.
  • Ensure visitors receive mobile phones and sim cards with key contact numbers loaded and a phone and emergency contact list.
  • Ensure all visitors receive a list of contacts for Creative and USAID/OTI staff as appropriate. 
  • Work with Creative Home Office to seek USAID approval and make bookings for all international travel for Creative staff, consultants, local partners, and/or beneficiaries.

REQUIRED SKILLS & QUALIFICATIONS:

  • Four-year university degree in human resources, management, business administration, or related field is required. • Master’s degree in a related field preferred. 
  • Minimum of six (6) years general work history is required. 
  • Minimum of four (4) years professional experience in human resource and administration management for a USAID- or other international donor-funded program(s) or project(s) required.
  • Minimum three (3) years of supervisory experience working in complex and challenging field operational contexts.
  • In-depth knowledge of Cameroonian employment and labor law is required.
  • Experience in identifying, recruiting, interviewing, and hiring both professional and support staff is required.
  • Certification in human resources (e.g. PHR, SPHR, GPHR) is considered a plus.
  • Experience in developing and implementing programs across complex organizations with software and systems related to sourcing and management of candidates is required.
  • Detail oriented, meticulous, and methodical in the approach to administration management. 
  • Capable of quickly performing multiple tasks simultaneously and working efficiently in complex environments is required.
  • Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people.
  • Sensitivity in working with multiple cultures and beliefs, and commitment to gender equity.
  • Willingness and ability to travel throughout the Far North of Cameroon.
  • Strong ability to use and develop management and tracking systems.
  • Good communication and interpersonal skills are required.
  • Problem solving, stress management and time management skills are required. 
  • Proficient at using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc. Prior experience using MS Access and web-based database applications preferred.
  • Excellent record keeping and documentation skills are required.
  • Experience of working in a conflict environment is a plus.
  • Written and spoken fluency in French and high proficiency in English is required. 
  • Fluency in one or more of the local languages used in the northern Cameroon is required.

 

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How to apply

CV requirements for candidates applying for jobs with Creative Associates PAIC  All candidates who wish to be considered must submit their CV in the form below: 

  • Personal information and contacts (cell (s) and email), physical address, nationality and professional profile.
  • Brief summary of the qualifications of the candidate - not more than 10 to 12 lines of text.
  • Diplomas in reverse chronological order (newest to oldest) 

*Please do not include primary school education. 

  • Professional experience in reverse chronological order (newest to oldest).  Your work experience should be listed as follows for each job:  The dates of commencement and termination The title of the job held The structure or employer (business, NGOs, state, community) The designated responsibilities or tasks Achievements or expectations of your efforts during the period of such employment. 

*Please do not include experience as a Trainee

Please include any additional information relevant to the job you are applying for, such as: 

  • Detailed language skills.
  • Other skills (e.g. computer skills, Animation capacity or training of trainers, etc.)
  • Publications or studies (if available) OR TRAINING COMPLETED
  • Driving license (either vehicle or motorcycle) 
  • Please include at least three references names (full name, title, contact and email address). 

Disclaimer:

Please note that CVs that do not follow this format will not be considered for positions with PAIC/Creative Associates.

Applicants Must Follow all of the Following Steps to Be Considered for Employment: 

  1. Download USAID1420-17 here, and find the instructions  here.
  2. Submit all documents in one email to recrutement@crea-paic.com with the following documents: Curriculum Vitae in English and with three professional references, including at least two former supervisors
  3. Complete, sign, scan, and submit USAID1420-17 form
  4. Scan and submit proof of salary included on 1420-17 (pay stubs or contract)
  5. Submit a cover letter in English indicating the reasons for your interest in the position.
  6. The subject of the email must indicate the position title and location.