Job Description
The Feed the Future Southern Africa Seed Trade Project (Seed Trade Project) is funded by USAID and implemented by DAI in the SADC region, including Zambia, Malawi, Mozambique, and Zimbabwe. The Seed Trade Project will promote seed trade across the region by providing technical assistance in the implementation of seed variety testing, registration and release, seed certification and quality assurance and quarantine, and phytosanitary measures for seed.
Summary of Primary Duties
The HR and Office Manager manages project human resources and office functions. He/She will support the Finance and Administration Manager (FAM) to conduct recruitment, maintain personnel files, and ensure smooth and efficient office operations.
Duties
Human Resources
- Implement recruitment of short and long term personal through collection and verification of candidate documentation
- Organize and participate in review of job applications, candidate shortlisting, and interviews
- Check professional references and prepare job offers
- Ensure recruitment and personnel actions are compliant with DAI policies and procedures, contract requirements, USAID regulations, and local labor law
- Conduct termination procedures, including arranging exit interviews, and collection of all equipment and termination documents
- Maintain personnel records in accordance with DAI record retention and documentation requirements
- Liaise with local newspapers and other forum to place job vacancy announcements
- Support work permit requirements for expatriate staff
Office Management
- Supervise the booking of travel and accommodation arrangements for traveling staff and consultants
- Manage utilities service agreements for office operations
- Allocate and track staff cell phone top up cards on a monthly basis, and perform spot checks of usage as requested by the FAM
- Maintain documentation on insurance, including office equipment and property
- Manage project inventory, ensuring regular physical audits are conducted and that that inventory is properly marked.
- Support logistical arrangements for project activities
Qualifications
- Bachelor’s degree in Business Administration or related field
- 5+ years of relevant experience and progressive responsibility in office administration, including at least 2 years in human resources
- Minimum 1 years’ experience working in an administrative role for USAID funded projects
- Accuracy in working with large amounts of data
- Ability to respond effectively to time sensitive demands & inquiries
- Proficiency using Microsoft office suite, and other relevant software
- Demonstrated strong problem solving skills as well as exceptional customer relations (both internal & external); provides sound business judgment and contractual oversight
- Excellent communications and personnel management skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds
- An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
- Fluency in English is required
About the Organization
DAI is an international development company. For more than 45 years, we have worked on the frontlines of international development, tackling fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. Currently, DAI is delivering results that matter in some 80 countries. Our development solutions turn ideas into impact by bringing together fresh combinations of expertise and innovation across multiple disciplines. Our clients include international development agencies, international lending institutions, private corporations and philanthropies, and national governments.
