Human Resource and Administrative Manager - School for Life

School for Life (SfL) is a Ghanaian Non-Governmental Organization that works to strengthen Civil Society’s role in improving access to relevant quality education. SfL supports civil society playing a strong role in pushing for equitable access to quality education, thus contributing to SDG 4 and SDG 5.

School for Life engages in evidence-based advocacy and collaborates closely with civil society education actors and education authorities at district, regional and national levels. School for Life strives to be a centre of excellence that inspires breakthroughs in education.

As a pioneer of the Complementary Basic Education Program, SfL functions as a lead organization in delivering, demonstrating, and advocating for mother tongue-based complementary basic education in underserved areas of Ghana and provides complementary educational services to out-of-school children.

Job Description

• Location: School for Life Head Office, Tamale
• Reports to: The Head of Finance and Administration

Job Summary

This position will be responsible for overseeing business processes for the organisation including hiring, training, and provision of leadership and supervision to the administrative and clerical support staff in the Office. The position holder will have experience in HR or employee recruitment, with a thorough understanding of HR policies and procedures.

The bulk of the role will involve employee orientation, benefits administration, compensation, rewards, and conflict resolution, and there is a great opportunity for developing and refining systems. S/he will perform the responsible supervisory and professional administrative work in directing and coordinating all unit activity.

They will be responsible for managing the organization's HR database and assisting the Director and Head of Finance and Administration, and other staff with tackling administrative tasks across the organization and its programs. The incumbent has frequent access to confidential and sensitive information and files and is thus required to maintain the highest degree of confidentiality.

Job Responsibilities

Human Resource Responsibilities:

• Oversee and refine employee standards and procedures, using existing HR systems as well as improved or recommended processes.
• Ensure compliance with national and local HR regulations by conducting investigations and maintaining records. Design, implement and monitor adherence to HR policies in the areas of recruitment, training and development and employee relations.
• Assist with recruitment efforts and prepare employees for their assignments by establishing and conducting orientation and training programs.
• Maintaining physical and digital personnel records like employment contracts and PTO requests and update internal databases with new hire information.
• Maintain and enhance employee benefits programs, including compensation, medical support, expense reimbursement, and vacations. Receive employee’s welfare concerns and advices on the resolutions i.e. medical death, process annual leave request forms etc
• Identify and recommend improvements to internal standard operating procedures, including team restructuring and morale building.
• Plan, monitor, and appraise HR activities by scheduling management conferences, resolving employee grievances, and counseling employees and supervisors.
• Coordinate staff performance appraisal activities

Administrative Responsibilities:

• Manage overall administrative activities for the office.
• Responsible for the day-to-day facilities operations including supervising the maintenance and alteration of office areas and equipment, purchasing office supplies, furniture, office equipment, etc. for staff.
• Maintain required front office and stationery supplies. Receive and interact with incoming visitors
• Support administrative needs of the Director including but not limited to scheduling and preparing for meetings and calendar management.
• Handle advanced clerical tasks, such as reconciliations, report generation, license renewals, and inventory verification
• Completes a wide variety of administrative tasks including managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans and coordinates a variety of meetings and events, such as staff meetings (including recording of action items) and a variety of recurring events with other groups inside and outside of the company when necessary.

Required Skills or Experience

• Bachelor’s degree (or equivalent) in human resources, administration or related field. A Master’s degree in related field will be an advantage

Experience and Knowledge:

• A Minimum of 3 years relevant experience for Postgraduate applicants and 5 years for bachelor’s degree applicants in a reputed organization, preferably in the NGO sector.
• The successful candidate will have previous experience managing a team of administrative professionals, strong leadership, organizational, and time management skills, as well as the ability to work independently and prioritize multiple projects.
• Three or more years of experience in human resources or employee recruitment
• Familiarity with HR software
• Strong understanding of national laws related to HR.
• Knowledge of standard office administrative practices and procedures

Key Personal and Interpersonal Skills:

• Adept at problem-solving and conflict resolution
• Exceptional communication and interpersonal skills and an ethical mindset
• Strong problem-solving and conflict-resolution skills
• Ability to work independently and as part of a team, self-motivation, adaptability, and a positive attitude.
• Ability to learn new techniques, perform multiple tasks simultaneously, keep accurate records, follow instructions, and comply with the organisation’s policies.
• Strong computer and organizational skills
• Excellent communication (oral and written), well organized and attention to detail.
• Strong planning and execution skills
• Ability to work independently and collaboratively.