SCOPE OF WORK
SHARED HUMAN RESOURCE MANAGEMENT SERVICES
USAID SCALING UP NUTRITION TECHNICAL ASSISTANCE (SUN TA) and
LOCAL GOVERNANCE IMPACT (LI)
SENIOR HUMAN RESOURCE MANAGER (GRADE 11)
1. Project Background:
The Scaling Up Nutrition program is a cross-ministry and multi-donor program to reduce stunting in Zambia through implementation of the Government of the Republic of Zambia (GRZ) 1,000 Most Critical Days Program. SUN TA provides support and direct technical assistance to sub-national local government departments in target districts to plan, implement, coordinate, and monitor integrated nutrition-sensitive and nutrition-specific activities to reduce the rate of stunting among Zambian children under two and improve the nutritional status of pregnant and lactating mothers. USAID has identified two main objectives that address stunting, including (1) Adequate Quantity and Quality of Dietary Intake among Target Groups; and (2) Adequate Health Conditions for Biological Utilization of Nutrients. SUN TA interventions increase access and availability of safe, diverse, nutritious food; adoption of better child feeding and household hygiene practices; and access to improved health, water, and sanitation services. The project prioritizes sustainability by improving intra-household joint decision making and building the capacity of local government and their stakeholders to ensure coordination, accountability, and learning, following the Scaling Up Nutrition model.
The Local Impact Governance (LI) Activity project is a five (5)-year program help Zambia build up a sub-national system of governance for devolved service delivery more responsive to citizen needs. The program engages national and sub-national authorities to expand the capabilities of district-level governance bodies to deliver sustainable development outcomes, increase effective citizen and private-sector involvement in development planning and monitoring, and improve public financial management and domestic revenue generation. The activity works toward three objectives, namely, Objective 1: Citizens improve their collective skills to effectively assess service-delivery needs and performance and constructively engage with government; Objective 2: the sub-national governance system becomes more responsive to citizen needs, generates, and accountably expends revenue, and improves service-delivery outcomes.; Objective 3: the program generates learning and facilitates problem solving that supports the development of an effective, financially viable sub-national governance system for devolved services, capable of being scaled up throughout Zambia.
The purpose of the role is to provide oversight of shared support services in human resource management for the SUN TA and LI projects. Oversee human resource operations on the project, including recruitment, hiring, employee on‐boarding, staff orientation, performance reviews, and disciplinary action in compliance with USAID rules and regulations, DAI policies, and local labor laws.
3. Place of Performance
The place of performance will be Lusaka, Zambia
The Sr. Human Resource Manager will report to both the Chief of Party of SUN TA and Chief of Party of LI on respective assignments for the project. The Chief of Party, SUN TA, will be the administrative supervisor.
The job holder will provide services to the two project on an average weekly split of 60/40% LOE split between SUN TA and LI.
6. Responsibilities and Tasks:
- Ensure compliance with Zambia labour laws, DAI Field Operations Manual (FOM), and USAID regulations.
- Guide the Chief of Party on matters of Employment Code Act No. 3 2019.
- Collaborate with local legal counsel on labour-related matters as may be necessary to avoid litigation.
- Develop and oversee the Human Resource Management section of the FOM, ensuring on-going updates as needed and are communicated to staff.
- Ensure personnel files are stored in TAMIS for all long-term and short-term project staff.
- Coordinate the alignment of HR Policies, Personnel Manual and Disciplinary Code between the two projects.
- Collaborate with local HR counterparts on other DAI projects.
- Bring to the attention of the respective Chief of Party if any misalignment of staff benefits.
- Ensure that HR policies are effectively communicated to staff.
- Collaborate with Finance to ensure timely processing of the payroll.
- Provide payroll input as necessary e.g., new and exiting Staff information, leave data.
- Ensure Monthly timesheets are sent out to Staff on time at the start of a new pay cycle.
- Manage the recruitment and hiring process including advertising of vacancies, shortlisting of resumés, scheduling and observing interviews, collection of required documents, reference checks, and salary history verification.
- Work with the respective Chief of Party to fill surge capacity technical needs, including identifying and hiring long‐term and short‐term technical experts in a timely fashion.
- Coordinate and supervise the preparation of employment agreements for staff.
- Develop, coordinate, and supervise an induction program that firmly orients staff to the goals and objectives of SUN TA and LI respectively and includes the performance expectations and code of conduct that are expected in the project.
- Coordinate and manage the timely exit process of Staff leaving the project(s) and ensure that both the supervisor and employee complete the clearance procedures in time.
- Ensure exiting Staff are provided with Certificates of Service
Support to District Team Leads
- Meet regularly with technical leads, head office team members and district staff to ensure that their human capital requirements are met and address any performance short comings proactively. Such meetings shall also include reminders of key messages such as performance and ethics standards of DAI.
- Support cost management efforts of the project by ensuring that headcount is managed within targets and new resources are compensated within existing salary bands where possible.
- Ensure the implementation and maintenance of a robust performance management system that has SMART (Specific, Measurable, Achievable, Realistic and Timebound) objectives.
- Ensure all employees understand the reward policy of the project.
- Support supervisors charged with conducting performance evaluations, provide coaching where necessary and monitor compliance with the process.
- Identify critical HR metrics e.g., time taken to recruit the right people, recruitment costs, attrition rates, talent retention rates.
Discipline and Grievance
- Mitigate and resolve human resource conflicts and issues, seeking assistance and guidance from the Chief of Party or other senior staff members as needed.
- Ensure that all disciplinary cases are handled in line with internal policies and external regulation to avoid litigation and/or ill-repute of DAI.
- Ensure Staff read and understand the Disciplinary Code and grievance handling procedures to follow when aggrieved.
- Maintain confidentiality on human resources issues.
- Ensure that HR facilitates effective teamwork in the organization by working with respective supervisors in flagging and debating contentious issues with a view of promoting a co-operative working environment.
- Carry out any other duties that may assigned by the Chief of Party within the scope of work.
7. Supervisory Responsibilities:
The Sr. Human Resource Manager will supervise the Human Resource officer.
8. Education and Experience:
- Bachelor’s degree in Human Resource, Public Administration, or related Social Science.
- Must be a Full Member of Zambia Institute of Human Resource Management (ZIHRM).
- Must possess a valid practicing license from ZIHRM.
- At least 6 years of work experience in human resource management, recruitment, and other relevant areas with at least 2 years’ experience at a management level.
- Working knowledge of Zambia labour laws and USAID rules and regulations related to labor, personnel management, and compliance.
- Previous supervisory experience of office/HR teams required; training experience preferred.
- An individual with high ethical standards and ability to handle sensitive and confidential matters.
- Organized and self-directed with sound technical skills, analytical ability, good judgment, and strong operational focus.
- Excellent writing, speaking, and reading skills in English.
9. Key Result Areas
- Develop an annual HR strategic plan that aligns with project objectives
- Ensure all new employees undergo formal induction within the first two weeks of joining the project.
- Provide a quarterly HR metrics report.
- Ensure there is a robust performance management system.
- Ensure all employees have updated job descriptions.
- Ensure all employees have performance contracts that have set standards and objectives.
- Ensure all staff records are accurate and updated on TAMIS.
- Put in place a staff engagement plan to foster a cooperative work environment.
- Ensure all learning activity supports the SUN TA and LI project objectives including working with supervisors to providing opportunities for on-the-job training or coaching to manage unexpected employee attrition.
- Ensure employees read all HR policies on a quarterly and annual basis e.g., Code of Ethics.
- Ensure disciplinary case records are handled within policy and labour laws to avoid litigation.