Human Resources and Contracts Assistant - Peace Corps Botswana

Peace Corps Botswana

POSITION: Human Resources and Contracts Assistant
OPEN TO: Qualified Botswana Nationals and Permanent Residents
OPENING DATE: 7/14/2015
CLOSING DATE: 7/28/2015
WORK HOURS: Full-time – 40 hours/week

RENUMERATION: Starting salary plus bonus, benefits, and meal allowance, P 146,426 per annum, with annual increases based on performance. Please note: Gaborone-based housing and transportation to/from Botswana is not provided.

Peace Corps Botswana seeks to hire one Human Resources and Contracts Assistant with strong familiarity with Peace Corps Botswana to provide HR and Contracts support and management for PC Botswana’s operations, and assist with other tasks and projects that will improve the quality of the Peace Corps Botswana program overall.

BACKGROUND
Since re-opening in 2002, Peace Corps Botswana has worked to support the Government of Botswana in addressing the nation’s HIV/AIDS epidemic, in cooperation with the Ministries of Local Government, Education, and Health, and the National AIDS Coordinating Agency. To date, the program has worked in District AIDS Coordinators’ Offices; with health clinics, District Health Management Teams, and Social and Community Development Offices; with Non-Governmental and Community-Based Organizations; and in schools to implement a Life Skills curriculum. Over 650 Volunteers are serving or have served since the re-opening of Peace Corps in Botswana.

BASIC FUNCTION OF POSITION
The Human Resources and Contracts Assistant (HRCA), under the direction of the Director of Management & Operations (DMO) coordinates all aspects of Human Resources and Contracts management for PC/Botswana. The HRCA is responsible for developing and assuring implementation of human resource policies, systems and procedures, providing technical support for staff development and capacity building and assuring compliance with PC policy while respecting local labor laws. S/he serves as the principal advisor to Post management on all personnel related issues. The HRCA is the point person for all benefits related matters.
This is a multi-functional position requiring a high degree of energy, flexibility and attention to detail. The position requires excellent ability to prioritize, plan and organize to efficiently manage multiple concurrent tasks. The HRCA must also maintain confidential information. The HRCA is authorized to operate PC vehicles to perform work within the scope of outlined duties and act as an Occasional Money Handler (OMH)*.

MAJOR DUTIES AND RESPONSIBILITIES
General
-Serves as primary advisor to Management and staff point of contact for all HR related matters PEACE CORPS BOTSWANA Human Resources and Contracts Assistant
-Maintains solid knowledge of Botswana Labor Code and Embassy Local Compensation Plan and provides updates to all necessary policies/documents as needed
-Be familiar with the Peace Corps Manual as it relates to personnel and contract management
-Implement and/or develop Botswana HR and Contracts management policies, procedures and systems. Maintain PC/Botswana Organizational Chart.
-Assure annual review and update of Staff Handbook
-Maintains a customer-focused approach to all responsibilities
Personnel Management
-Assist with staff capacity analysis and work closely with DMO to determine where skill gaps exist and formulate management strategy;
-Assist with analysis of Post personnel capacity vis-a vis adequacy of existing skills with the short-and long-term program needs;
-Manage the recruitment process from when a need is first identified through on-boarding of successful candidate;
-Provide guidance to Supervisors, Coordinators and staff regarding accurate and updated Scopes of Work;
-Ensure timely and complete mid-year and annual performance reviews for all staff;
-Assure proper maintenance (filing/archiving) of personnel files (employment contracts, staff training, performance evaluation, annual leave ...)
-Assist with staff plan development for staff and support Supervisors/Coordinators on implementation and monitoring;
-Manage annual staff recognition process;
-Keep DMO updated on local labor laws and procedures;
-Manage all personnel actions related to Annual Leave, Maternity Leave, Special Leave etc;
-Manage process for all personnel action related to sanctions, dismissals, resignations and retirements etc.;
-Liaise with the US Embassy for appropriate FSN issues and USDH issues;
-Assure all staff have current valid security clearance;
-Assure all staff medical exams are up to date as appropriate;
-Ensure Staff Handbook and PC Code of Ethics are up to date;
-Liaise with local labor lawyer as needed;
-Manage new staff orientation;
Contract Management
-Under the direction of Contracting Officers, coordinate preparation of contractor justification materials, draft contracts, and supporting documentation per PC regulations;
-Assure all personal services contract and procurement contract files are up to date, organized, and filed per PC regulations;
-Assure all personnel contract files are up to date, organized, and filed per PC regulations;
-Manage 4mth-long annual contract renewal process in a timely manner;
-Manage/contract termination procedures for all staff except USDHs;
-Input compensation information for all PSCs and short-term contractors annually;
-Prepare short-term contracts and assure benefits documents are prepared and financial information is current and accurate with regular payments to Botswana authorities Advise Management on coverage related to staff to assure continued efficient Post operations and manage in conjunction with the DMO, an accurate and up-to-date calendar of HR activities;
-Primary POC with health insurance for Insurance cards issuance/renewal; any related issue;
-Liaise with the Labor Inspection, the National Social Security Fund (CSS),the Retirement institution (IPRES), health insurance providers (for long and short term staff) on all administrative issues
Other
-Work with DMO to conduct periodic audits of staff wellbeing and propose measures to retain talented staff (motivation, communication, adaptation of working conditions, staff retreat etc.);
Safety and Security duties
-Identifies and immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and the Country Director (CD). Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons, or articles.

QUALIFICATIONS:
Education: Advanced diploma or University degree required.
Prior Work Experience: A minimum of five years of clerical or administrative or similar experience required. Good understanding of office procedures is required. Prior experience working with US Government financial systems including procurement and travel – strongly preferred. Experience working in an inter-cultural environment to meet complex goals and objectives in a timely manner required.

Language Proficiency: Must be completely fluent in both spoken and written Setswana and English. Fluency of local non-Setswana languages are preferred but not required.
Knowledge: The ability to work successfully in cross-cultural situations with Americans is required.
Knowledge of Peace Corps’ mission, goals, and program. The candidate must be familiar with the Peace Corps training and programming system, and PC policies and regulations.

Abilities and Skills: Must have high-level attention to detail, self-driven, ability to multi-task to complete multiple deadlines, and have strong demonstrated time-management skills. Demonstrated ability to work in multi-task environment with limited supervision; able to maintain and professional demeanor at all times; demonstrated ability to organize many varied job tasks.

Other: Successful completion of training in Microsoft Office Suite is required. Expert facility gained through work experience may be substituted for training. Successful completion of necessary background and security clearances.
POSITION ELEMENTS:
Supervision Received: The Director of Management and Operations provides broad administrative supervision for this position.
Exercise of Judgment: In all areas related to Human Resources and Contracts Management of the Peace Corps Botswana and Global program.
Logistics
Work will be performed in Gaborone at the Peace Corps office. Some travel may be required for evaluating Volunteer training sites. Peace Corps will provide office tools, including desktop computer, mobile and landline telephone use for official calls, and stationery.
Level of Effort
Regular work hours for Peace Corps Botswana are 0730 – 1700 Monday through Thursday, and 0730 – 1330 Fridays.

APPLICATION PROCESS

Individuals meeting the minimum qualifications should submit a cover letter highlighting motivation and qualifications for this position and detailed CV to: U.S. Peace Corps, Kgale Mews Unit 115, P/Bag 00243, Gaborone, Attn: Human Resources Manager or via email
info@bw.peacecorps.gov.

APPLICATION DEADLINE IS TUESDAY, JULY 28, 2015.

Source: Peace Corps Botswana website