Fairtrade Africa: Administrator

FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions.
TEAM PURPOSE: To deliver administrative, technical, and professional advice and expertise in support of Fairtrade Africa’s strategic objectives.
JOB PURPOSE: To have the overall responsibility for provision of effective and efficient Administrative, Human Resource, Logistic and Communication services to FTA secretariat and occasionally to sub regional offices in Africa.
REPORTING LINES:
Post holder reports to: Executive Director
Staff reporting to this post: Finance and Admin Assistant, Front Desk Officer, Office Assistant, (volunteers-from time to time)
BUDGET RESPONSIBILITY: Yes
KEY RESPONSIBILITIES:
Administrative functions
 Responsible for the implementation and on-going updating of all office policies and procedures.
 Manage and order supplies within the budget guidelines of FTA.
 Develop, implement and conduct office staff and office volunteers training meetings as needed.
 Design and implement staff communications programs in order to ensure on-going, positive up and down communications throughout FTA.
 Delegate responsibility to appropriate staff and volunteers to ensure that the day-to-day functions
 Personally manage the staff & volunteers who are responsible for the specific tasks, assignments, programs & events.
 Supporting the Executive Director in implementing administration and office management issues.
 Where relevant work with union representative to resolve labour relation issues.
 Provide advice, assistance and follow-up on FTA policies, procedures, and documentation.
 Coordinate the resolution of specific policy-related and procedural problems and inquiries.
 Develop and recommend operating policy and procedural improvements.
 Perform other duties as assigned by the line manager
Human Resource Functions (General):
 Responsible for all human resource activities to include employment, compensation, labour relations, benefits, and training and development
 Recommend, develop and maintain HR data bases, computer software, and manual filing systems
 Recommend, develop and schedule training and development courses.
 Responsible for encouraging the growth and assisting in the evaluation process of staff.
 Design and conduct new employee orientations.
 Lead the preparation and maintenance of company salary structure, job documentation, and job evaluation systems.
 Develop and maintain relationship with employment agencies, universities and other recruitment sources
 Interview or support interviewing of job applicants; review application/resume; evaluate applicant skills and make recommendations regarding applicant's qualifications.
 Support the Annual Review process for development, and succession planning.
Employee Relations
 Promote a positive atmosphere striding to increase employee engagement
 Create training and development plans to meet personal, professional, and organizational goals.
 Administer and explain benefits to employees, serve as liaison between employees and others.
 Receiving employee complaints and acting accordingly to resolve them.
Compensation
 Ensure compliance with approved compensation in line with organisational policies
 Review job descriptions and assign level of responsibility and insuring competitive pay practices.
 Work with the Finance officer to ensure preparation and distribution of payroll on timely basis
Compliance
 Manage and ensure that the organisation is in compliance with all labour laws, and heading the preparation on any information required by compliance and law enforcement agencies.
 Serving as a point of contact for employment related issues.
 Ensuring compliance with Equal Employment Opportunity principles of the organisation
Recruitment
 Ensure proper recruitment processes exist and are adhered to by all within the organisation
 Support Team heads in identification, sourcing and hiring of top industry talent.
 Induct and support integration of new staff into the organisation Performance Management
 Lead the implementation of a Performance Management System encompassing of annual and mid-year activity and review for all staff and teams.
SKILLS AND COMPETENCE: (E) Essential & (D) Desirable
 Bachelor’s degree in Human Resource Administration, Business Administration, or related field. Master’s degree in Business Administration from an accredited institution (preferred) (E).
 A minimum of 3 years of office and HR management experience preferably in NGO environment (E).
 Strong leadership, management and organizational skills (E).
 Effective managerial skills - understanding, influencing and serving others (E).
 The ability to resolve problems quickly and effective and determining appropriate courses of action, which are then reported to the Executive Director (D).
 Must display a high degree of emotional maturity while keeping difficult situations in proper prospective.
 Must be flexible and have well developed interpersonal skills.
 Must excel in personal interactions with the staff and volunteers at all levels of the organization
 Good computer skills (Windows, Excel and relevant HR programmes); preparedness to learn and manage computer software packages necessary for office work (E).
 Ability to work under pressure within the office, and prioritise routine and ad hoc tasks (E).
 Able to work independently under minimise supervision in a multi-cultural working environment (E).
 Respect for confidentiality; and sympathy with the aims, objectives and beliefs of Fairtrade Africa (E).
OTHERS:
This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time based on discussions with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process.
APPLICATION:
Send applications to recruitments@fairtradeafrica.net by the 15th of January 2011. Please reference “FTA Senior Administrator” in the subject line. All applicants should state how they meet essential requirements of the post, with ALL the following: detailed CV, cover letter and salary history (current and last 2 jobs), email address, telephone contacts, current and expected remuneration package, names of three referees with contact details by 15th of January 2011. Note that qualified applicants will be subjected to a background check as a condition of employment. The final hiring decision is anticipated end of January for a start date ASAP.

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