Office Manager - Southern Sudan

May 26, 2011 - June 17, 2011
Location:Juba, Southern Sudan
Salary Range:Competitive International Salary
Benefits:Competitive International Benefits Package
Employment Type:Full Time
Department:Southern Sudan
Priority:Overseas
Description:Supports activities associated with the daily administrative and human resources operations of IMA Southern Sudan; and provides administrative support to the Chief of Party and Deputy Chief of Party for IMA Southern Sudan. Assists with coordination of Human Resource activities and processing of information (both internally and from Headquarters) for IMA Southern Sudan employees.

Duties:Administration

1. Provide administrative support to the Chief of Party, Deputy Chief of Party and the Director of Finance and Administration.
2. Manage record-keeping including filing, minutes from meetings, correspondence, etc.
3. Make travel arrangements, work permit, and hotel arrangements for all staff.
a. Serves as the point person in office for traveling staff’s travel documents and work permits.
b. Coordinates with Wangu and IMA HQ staff for both national and international travel
4. Prepare memos, letters, reports, charts, graphs and other forms of communication as requested
5. Provide back-up for office services and reception, as requested.
6. Assist with the development and implementation of office procedures and HR policies. Oversees maintenance of all office records.
7. Works with finance and project managers to develop and maintain inventory list for IMA offices and specific projects.
8. Responsible for coordination of reports and updates from program staff; submitting them to IMA Headquarters office personnel to meet appropriate deadlines; and maintaining copies in the Southern Sudan office, as appropriate.
9. Serves as an information link between the IMA Southern Sudan offices in Juba, Malakal and Bor; and the IMA Headquarters Office.
10. Identify user and IT system problems or failures guiding users through corrective measures.





Human Resources

1. Administers various human resources policies and procedures for all IMA Southern Sudan personnel; assists in development and implementation of human resources policies and procedures; updates and maintains employee handbook and policies and procedures manual.
2. Assist with advice and follow-up on organization policies, procedures and documentation for IMA Southern Sudan Office.
3. Provide initial interpretation of personnel policies for staff and refer more difficult issues to the Southern Sudan Chief of Party and/or Deputy Chief of Party.
4. Assists in recruitment efforts for all Southern Sudan personnel; writes and places advertisements; assists in interview process; and conducts new-employee orientations.
5. Handles employee relations counseling and exit interviewing.
6. Assist in establishment and maintenance of employee records systems, tracking leave, sick days, timesheets, etc..
7. Assist with preparation of human resource forms; compensation and benefits administration processing, and documentation.
8. Coordinates Southern Sudan organizational charts and employee directory with Headquarters Human Resources Administrator.
9. Assist with update of Safety and Security manual for Field Office operations as required
10. Is responsible for staying up to date with UN and NGO security advisories and ensuring that all staff is kept apprised of security issues at all times.
11. Conducts training sessions for all staff and visitors on the Field Office Safety and Security manual

Additional Responsibilities:

1. Perform related work as assigned.
2. Perform editing and proofing tasks on organizational documents for outside submission.

Qualifications:1. Bachelor’s degree in business or human resources and three to five years progressively responsible management experience in assigned or related field; or any equivalent combination of training, education and experience that demonstrates the ability to perform the duties of the position.
2. Good knowledge of administrative support functions including organization skills, composing business documents, compiling and summarizing data.
3. Ability to use word processing, database and spreadsheet software effectively.
4. Knowledge of Word, Excel, PowerPoint and Windows.
5. Strong oral and written communication skills in English.
6. Ability to type accurately at a minimum of 50 wpm.
7. Ability to organize details and meet deadlines under pressure.
8. Ability to act with diplomacy and discretion at all organizational levels and handle confidential information.
9. Skill in initializing and operating the computer system and peripheral equipment.
10. Skill in installing and maintaining computer hardware, software and peripherals for the network.
11. Knowledge of human resource management concepts.
12. Knowledge of interpreting and applying employment laws, rules, regulations and policies.
13. Willingness to support IMA World Health’s Mission.


Office Manager - Southern Sudan
Office Manager - Southern Sudan Office Manager - Southern Sudan Reviewed by Unknown on 5:58:00 AM Rating: 5

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