HR Coordinator Candidate with Diverse Communications Skills
Resume:
Joanita Sharon Babihuga P. O. Box ****, Kampala, Uganda,
Mobile: 070*-******
Email: *************@*****.***
FIELDS OF INTEREST
Human Resource, Communications, Administration, Public Relations, International Relations, Print, Political Science, Engagement with multi-media channels
PERSONAL PROFILE
I am a professional, positive and hardworking individual, who always strives to achieve the highest standard possible, at any given task. I possess excellent communication skills and have the ability and experience to relate to a wide range of people. I work very well under pressure and I have the experience to manage staff and resolve problematic situations.
KEY ATTRIBUTES
Excellent written and verbal communication and interpersonal skills
Ability to prioritise and deal effectively with a number of tasks simultaneously
Well-organised, good planner; good time-manager
Ability to make decisions, be accountable, meet/exceed goals, achieve high quality results
Self motivated and focused
Ability to handle pressure with ease
Active and dynamic approach to work and getting things done.
PROFESSIONAL EXPERIENCE
Consultant – Operations and Human Resource July 2024 – October 2024
To provide general support to Self Help Africa operations in Uganda. This includes setting-up and maintaining office systems and providing Administrative, Finance and Human Resource support services to the Country Office (CO)
Responsibilities
Human Resources Management
Line management of administration staff (Office manager, Drivers, Office Attendant, Temporary Drivers) that are based in the country office.
Support in recruitment & selection of partner project staff (Organisation and partner staff / consultants) according to organisation guidelines and procurement procedures
Ensure that all staff comply with organisation personnel management policies and procedures, including performance planning and periodic appraisal processes and timely filing of time records
Support the management of disciplinary and grievance issues
Maintenance of employees records according to policy and legal requirements through electronic and hard copy of personnel files.
Work with Country Director to maintain up-to-date job descriptions for all staff
Work closely with the management team to set and/or implement policies, procedures and systems and to follow through with implementation.
Support the Head of Finance and Administration in preparation of monthly reports as required.
Administration and operations
Direct and coordinate administrative support services in Uganda and to the wider group
Under the supervision of the Head of Finance and Administration, communicate with legal counsel to ensure all legal and regulatory documents are filed and monitor compliance with laws and regulations.
Ensure and maintain standards for project offices across the organisation
Maintain office services in the country office by organizing office operations and procedures; controlling correspondence; reviewing and approving supply requisitions; assigning and monitoring clerical functions
Under the supervision of the Head of Finance and Administration, communicate the policies and strategies determined by the head office to employees
Ensure all project operations adhere to policies and regulations.
Records Management
Oversee the establishment, maintenance and continuous evaluation of central records systems for both soft and hard copies of ‘important’ organisational documents.
Handle enquiries and requests for information on the organisation from both internal and external clients
Archiving or destroying finished data/records
Assisting in tracking, locating and retrieving important (donor contracts, confidential files etc.) organisational documents by maintaining a central set of lists of key documents
Explore and develop partnership opportunities with current and potential external partners in the media, photography and other aspects of communication.
Communications Management
Ensure that communication and visibility plan is implemented according to the organisation guidelines
In partnership with the Head of Programmes ensure the right marketing for each project
Under the supervision of the Head of Finance and Administration, ensure the inner and outer communication and brand identity of the organisation is reinforced
Under the supervision of the Head of Finance and Administration, ensure consistency in the corporate branding of the organisation
Achievements
Decreased project bottlenecks by 50% by implementing weekly "What’s Blocking You" meetings, creating a culture where issues are discussed immediately, not hidden.
Reduced vehicle insurance claims by 100% and eliminated repair costs in 4 months through regular maintenance checks and riding technique improvements.
Decreased new hire, off-boarding insurance risk by ensuring 100% of policies were active by day 14, improving employee satisfaction scores.
Increased team efficiency by 25% by recruiting 5 specialised, high-performing roles that took over bottleneck tasks, freeing up 15+ hours of managerial time weekly.
Ensured 100% legal compliance for INGO operations by navigating complex regulatory frameworks (e.g., Form D, Form A, and corporate filings) in 4 months, averting penalties of 2 million+ UGX per month for unregistered operation.
Operations and Finance Manager-Self Help Africa, Uganda Apr 2023 – Sept 2023
To provide general support to Self Help Africa operations in Uganda. This includes setting-up and maintaining office systems and providing Administrative, Finance and Human Resource support services to the Country Office (CO)
Responsibilities
Finance Support
Ensure organisation assets for all projects are managed in a safe & acceptable way as per organisation policy.
Ensure a proper petty cash management system
Responsible for ensuring that the regulations and practices established for fleet maintenance are correctly followed and applied
Ensure a proper fuel card management system
Facilitate shared learning among staff on issues relating to technology and change in processes, systems and procedures transfer and adoption
Human Resources Management
Line management of administration staff that are based in the CO.
Support in recruitment & selection of partner project staff (SHA and partner staff/consultants) according to the organisation guidelines and procurement procedures
Where relevant, assist programme department staff in drafting and issuing of contracts and under the supervision of the HoFA to monitor the contracts to ensure they are being followed
Ensure that all staff comply with SHA personnel management policies and procedures, including performance planning and periodic appraisal processes and timely filing of time records
In liaison with the HoP and MEL Advisor ensure that all staff training needs are documented and discussed with HoFA for action as per PDR and a schedule for staff PDRs is developed and executed by staff supervisors
Work with CD to maintain up-to-date job descriptions for all staff
Work closely with the management team to set and/or implement policies, procedures and systems and to follow through with implementation.
Support the HoFA in preparation of monthly and quarterly reports as required
Administration and Procurement
Direct and coordinate administrative support services in Uganda and to the wider group
Under the supervision of the HoFA, communicate with legal counsel to ensure all legal and regulatory documents are filed and monitor compliance with laws and regulations.
Ensure and maintain standards for project offices across the organisation
Identify prequalified service providers for each project office
Maintain office services in the CO by organizing office operations and procedures; controlling correspondence; reviewing and approving supply requisitions; assigning and monitoring clerical functions
Under the supervision of the HoFA, communicate the policies and strategies determined by the head office to employees
Ensure all project operations adhere to policies and regulations
Records Management
Oversee the establishment, maintenance and continuous evaluation of central records systems for both soft and hard copies of ‘important’ organisational documents.
Handle enquiries and requests for information on SHA from both internal and external clients
Archiving or destroying finished data/records
Assisting in tracking, locating and retrieving important (donor contracts, confidential files etc.) organisational documents by maintaining a central set of lists of key documents
Explore and develop partnership opportunities with current and potential external partners in the media, photography and other aspects of communication.
Communications Management
Ensure that communication and visibility plan is implemented according to the organisation guidelines
In partnership with the Head of Programmes ensure the right marketing for each project
Under the supervision of the HoFA, ensure the inner and outer communication and brand identity of the organisation is reinforced
Under the supervision of the HoFA, ensure consistency in the corporate branding of the organisation
Acting Head of Finance and Administration-Self Help Africa, Uganda Jan 2023 – April 2023
Directly responsible for the implementation and overall management of financial systems and controls of the Country Office and core administrative requirements. These include cash/bank management, strategic oversight of human resource and administrative functions, financial reporting, budget management, staff capacity building and all other related matters in Uganda.
A senior leader and a key member of Country Management Team (CMT), with the CD as lead and Head of Programmes and Business Development Coordinator as the other member and playing a key role in contributing to development of financial systems across SHA, new programme development and the overall achievement of country programme’s strategic plan goals.
Provide financial oversight and operational support to TruTrade Africa-Uganda office as and when required.
Responsibilities
Country Office Finance Management
In conjunction with the Head of Programmes (HoP), responsible for the preparation and review of the monthly programme expenditure reports of the country office and projects;
Provide training and support to financial and non-financial staff regarding SHA’s financial procedures and internal controls, and programme management tools
Ensure effective management of CO and project budgets in liaison with Project Managers, HoP and CD, including CO and project budgets, budget monitoring, budget amendments;
Preparation of donor specific financial reports on monthly, quarterly or annually, based on donor contract requirements and guidelines. These are submitted to HO for approval along with budget variance analysis and explanations;
Preparation of the year-end financial statements, arranging and ensuring the timely completion of the year end audit (accounting year end – 31 December);
Monitor and ensure programme and administrative spending are in line with agreed budgets, - identify potential under or over-spends and liaise with HoP, HO and donors as appropriate;
Ensuring effective cash management, including control of cash flows, including preparation cash request to HO and liaison with banks;
Managing and building capacity of financial systems for SHA partners and staff.
In conjunction with the finance team, schedule regular monitoring visits to, and internal audit of, local partner organisations, ensuring their financial systems and controls are of an appropriate standard to ensure security and effective management of funds advanced by SHA;
Provide advice on all financial and administration matters to senior management team;
Develop and oversee the implementation of office procedures and policies on financial and administration matters to ensure adherence to such by every staff member;
Check and approve payment documents, with reference to authority levels stated in the SHA operation manual, after checking completeness and accuracy; and,
Organise and participate in periodic audits based on contractual obligations and ensure the implementation of audit recommendations.
Review CO risk register with CMT to ensure that CO risks are effectively managed
Operational Management
Provide leadership to the Finance & Administration Department;
Ensure that procedures are adhered to by all staff in the country programme;
Where relevant, assist programme department staff in drafting, negotiating and issuing of contracts
Support programmes team in performing Due Diligence on partners, consortia members and suppliers where necessary;
Ensure reports are completed in accordance with deadlines and undertake report editing and review where necessary; and,
Ensure that appropriate SHA management, administration, personnel, logistic, finance, and communication systems are in place.
Human Resource Management
Oversee the administration of CO human resources processes including annual appraisals of direct reports in line with SHA’s Human Resource procedures;
Ensure timesheets are completed by all staff and appropriately approved;
Preparation of SHA payroll on monthly basis to ensure that all relevant personnel information (movement, death etc.) is up to date and local compliance with statutory and other legal requirements;
Ensure local compliance with the employee tax deductions, that all relevant statutory deductions are made from the employees’ salaries and paid out to the appropriate authorities, coordinating with local legal, accounting and HR advisors as appropriate.
Maintain good team communication, engender good team dynamics and take remedial action when problems occur in collaboration with CD;
Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected;
Line manage all finance and administration staff, ensuring JDs are in place and performance management procedures are followed;
Work with CD to maintain up-to-date job descriptions for all country programme staff;
Ensure all staff understand and sign-up wrongdoing policies and he/she shall monitor and report to the CMT possible breach of the policies;
Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected.
Safety and Security
Ensure CO security guidelines are in place and reviewed at least bi-annually;
Ensure all safety or security incidents (fires, vehicle accidents, theft, etc.) are appropriately recorded and reported by project staff to relevant parties;
Ensure that appropriate security arrangements are in place for the CO (including all field offices), and this includes managing contractual arrangements with security companies or individuals and that security arrangements for property (motorcycles, vehicle, etc.) are in place; and,
Actively monitor field site safety and security and advise the CD about new developments
Logistics/ Procurement / Assets Management
Review and maintain the fixed asset register on Salesforce, prepare quarterly updates of the fixed asset register and submit to HO;
Ensure compliance with donor visibility rules regarding assets;
Ensure adequate and appropriate insurance for staff and property is in place;
Ensure vehicle management policies are understood and followed by all staff. Includes monthly reports on car usage and charging to projects as appropriate.
Responsible for ensuring the efficient use and management of transport resources;
Provide leadership and supervise the procurement function and control and management of stock;
Oversee the Procurement Committee function and ensure that procurement procedures are followed by the committee, transparency maintained and value for money got for all procurements; and,
Ensure compliance with SHA logistics policy and relevant donor finance regulations.
Operations and Finance Manager-Self Help Africa, Uganda Dec 2021 – Sept 2023
To provide general support to Self Help Africa operations in Uganda. This includes setting-up and maintaining office systems and providing Administrative, Finance and Human Resource support services to the Country Office (CO)
Responsibilities
Finance Support
Ensure organisation assets for all projects are managed in a safe & acceptable way as per organisation policy.
Ensure a proper petty cash management system
Responsible for ensuring that the regulations and practices established for fleet maintenance are correctly followed and applied
Ensure a proper fuel card management system
Facilitate shared learning among staff on issues relating to technology and change in processes, systems and procedures transfer and adoption
Human Resources Management
Line management of administration staff that are based in the CO.
Support in recruitment & selection of partner project staff (SHA and partner staff / consultants) according to SHA HR guidelines and procurement procedures
Where relevant, assist programme department staff in drafting and issuing of contracts and under the supervision of the HoFA to monitor the contracts to ensure they are being followed
Ensure that all staff comply with SHA personnel management policies and procedures, including performance planning and periodic appraisal processes and timely filing of time records
In liaison with the HoP and MEL Advisor ensure that all staff training needs are documented and discussed with HoFA for action as per PDR and a schedule for staff PDRs is developed and executed by staff supervisors
Work with CD to maintain up-to-date job descriptions for all staff
Work closely with the management team to set and/or implement policies, procedures and systems and to follow through with implementation.
Support the HoFA in preparation of monthly and quarterly reports as required
Administration and Procurement
Direct and coordinate administrative support services in Uganda and to the wider group
Under the supervision of the HoFA, communicate with legal counsel to ensure all legal and regulatory documents are filed and monitor compliance with laws and regulations.
Ensure and maintain standards for project offices across the organisation
Identify prequalified service providers for each project office
Maintain office services in the CO by organising office operations and procedures; controlling correspondence; reviewing and approving supply requisitions; assigning and monitoring clerical functions
Under the supervision of the HoFA, communicate the policies and strategies determined by the head office to employees
Ensure all project operations adhere to policies and regulations
Records Management
Oversee the establishment, maintenance and continuous evaluation of central records systems for both soft and hard copies of ‘important’ organisational documents.
Handle enquiries and requests for information on SHA from both internal and external clients
Archiving or destroying finished data/records
Assisting in tracking, locating and retrieving important (donor contracts, confidential files etc.) organisational documents by maintaining a central set of lists of key documents
Explore and develop partnership opportunities with current and potential external partners in the media, photography and other aspects of communication.
Communications Management
Ensure that communication and visibility plan is implemented according to the organisation guidelines
In partnership with the Head of Programmes ensure the right marketing for each project
Under the supervision of the HoFA, ensure the inner and outer communication and brand identity of the organisation is reinforced
Under the supervision of the HoFA, ensure consistency in the corporate branding of the organisation
Achievements
Improved Safety Standards: Enforced stricter safety protocols, resulting in a 78% increase in company-wide productivity and zero reportable accidents over 18 months
Training Completion: Achieved a 100% completion rate for mandatory compliance training, increasing staff knowledge of new security protocols by 40%
Supply Chain Optimisation: Streamlined inventory management using Just-in-Time (JIT) methods, reducing carrying costs by 20% while maintaining a 99% on-time delivery rate.
Decreased absenteeism by 15% by fostering a supportive communication culture, resulting in higher employee job satisfaction and improved work-life balance.
Digitised 100+ confidential records, reducing document retrieval time by 40% for the directors
Senior Administrator-Self Help Africa, Uganda Nov 2021 – Dec 2021
To support organisation operations and maintain office systems by providing Administrative and Human Resource support to Directors, the Finance Department and to the wider Group
Responsibilities
Finance Support
Support monthly payroll and keep organised records
Communicate with vendors, customers and colleagues
Participate in annual audits
Support the Finance Manager and executives with projects and tasks when required
Human Resource
Develop, implement and improve office policies and procedures
Recruitment, selection and retention of Country Office staff
Maintain office administrative staff by coaching, counselling and disciplining employees; planning, monitoring and appraising staff.
Develop and process contracts and sub-consultant agreements
Administration and Procurement
Draft, type and dispatch reports, letters, agendas and minutes/records of meetings.
Assign and monitor administrative and secretarial responsibilities and tasks to the Office Assistant, Office Attendant and Drivers.
Streamline processes, ensuring the team works as efficiently as possible.
Provide administrative support to the Country Management Team for high level confidential meetings
Monitor and maintain office supplies inventory and review and approve office supply acquisitions, in conjunction with Office Support personnel
Timesheet management and input
Coordinate all travel engagements and meetings, including accommodations, dining, cater meetings space, and all logistics
Member of the procurement committee to ensure that procurement of commodities and services is effectively and efficiently done
Represent Self Help Africa as required and ensure good working relationships with public organisations and groups
Acting Head of Finance and Administration-Self Help Africa, Uganda Jun 2021 – Nov 2021
Directly responsible for the implementation and overall management of financial systems and controls of the Country Office and core administrative requirements. These include cash/bank management, strategic oversight of human resource and administrative functions, financial reporting, budget management, staff capacity building and all other related matters in Uganda.
A senior leader and a key member of Country Management Team (CMT), with the CD as lead and Head of Programmes and Business Development Coordinator as the other member and playing a key role in contributing to development of financial systems across SHA, new programme development and the overall achievement of country programme’s strategic plan goals.
Provide financial oversight and operational support to TruTrade Africa-Uganda office as and when required.
Responsibilities
Country Office Finance Management
In conjunction with the Head of Programmes (HoP), responsible for the preparation and review of the monthly programme expenditure reports of the country office and projects;
Provide training and support to financial and non-financial staff regarding SHA’s financial procedures and internal controls, and programme management tools
Ensure effective management of CO and project budgets in liaison with Project Managers, HoP and CD, including CO and project budgets, budget monitoring, budget amendments;
Preparation of donor specific financial reports on monthly, quarterly or annually, based on donor contract requirements and guidelines. These are submitted to HO for approval along with budget variance analysis and explanations;
Preparation of the year-end financial statements, arranging and ensuring the timely completion of the year end audit (accounting year end – 31 December);
Monitor and ensure programme and administrative spending are in line with agreed budgets, - identify potential under or over-spends and liaise with HoP, HO and donors as appropriate;
Ensuring effective cash management, including control of cash flows, including preparation cash request to HO and liaison with banks;
Managing and building capacity of financial systems for SHA partners and staff.
In conjunction with the finance team, schedule regular monitoring visits to, and internal audit of, local partner organisations, ensuring their financial systems and controls are of an appropriate standard to ensure security and effective management of funds advanced by SHA;
Provide advice on all financial and administration matters to senior management team;
Develop and oversee the implementation of office procedures and policies on financial and administration matters to ensure adherence to such by every staff member;
Check and approve payment documents, with reference to authority levels stated in the SHA operation manual, after checking completeness and accuracy; and,
Organise and participate in periodic audits based on contractual obligations and ensure the implementation of audit recommendations.
Review CO risk register with CMT to ensure that CO risks are effectively managed
Operational Management
Provide leadership to the Finance & Administration Department;
Ensure that procedures are adhered to by all staff in the country programme;
Where relevant, assist programme department staff in drafting, negotiating and issuing of contracts
Support programmes team in performing Due Diligence on partners, consortia members and suppliers where necessary;
Ensure reports are completed in accordance with deadlines and undertake report editing and review where necessary; and,
Ensure that appropriate SHA management, administration, personnel, logistic, finance, and communication systems are in place.
Human Resource Management
Oversee the administration of CO human resources processes including annual appraisals of direct reports in line with SHA’s Human Resource procedures;
Ensure timesheets are completed by all staff and appropriately approved;
Preparation of SHA payroll on monthly basis to ensure that all relevant personnel information (movement, death etc.) is up to date and local compliance with statutory and other legal requirements;
Ensure local compliance with the employee tax deductions, that all relevant statutory deductions are made from the employees’ salaries and paid out to the appropriate authorities, coordinating with local legal, accounting and HR advisors as appropriate.
Maintain good team communication, engender good team dynamics and take remedial action when problems occur in collaboration with CD;
Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected;
Line manage all finance and administration staff, ensuring JDs are in place and performance management procedures are followed;
Work with CD to maintain up-to-date job descriptions for all country programme staff;
Ensure all staff understand and sign-up wrongdoing policies and he/she shall monitor and report to the CMT possible breach of the policies;
Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected.
Safety and Security
Ensure CO security guidelines are in place and reviewed at least bi-annually;
Ensure all safety or security incidents (fires, vehicle accidents, theft, etc.) are appropriately recorded and reported by project staff to relevant parties;
Ensure that appropriate security arrangements are in place for the CO (including all field offices), and this includes managing contractual arrangements with security companies or individuals and that security arrangements for property (motorcycles, vehicle, etc.) are in place; and,
Actively monitor field site safety and security and advise the CD about new developments
Logistics/ Procurement / Assets Management
Review and maintain the fixed asset register on Salesforce, prepare quarterly updates of the fixed asset register and submit to HO;
Ensure compliance with donor visibility rules regarding assets;
Ensure adequate and appropriate insurance for staff and property is in place;
Ensure vehicle management policies are understood and followed by all staff. Includes monthly reports on car usage and charging to projects as appropriate.
Responsible for ensuring the efficient use and management of transport resources;
Provide leadership and supervise the procurement function and control and management of stock;
Oversee the Procurement Committee function and ensure that procurement procedures are followed by the committee, transparency maintained and value for money got for all procurements; and,
Ensure compliance with SHA logistics policy and relevant donor finance regulations.
Achievements
Achieved a 95% team member retention rate while improving performance metrics, reducing turnover costs and maintaining morale.
Decreased end-to-end payment cycle time from 7 days to 3 days, resulting in a 50% faster, more efficient accounts payable workflow.
Streamlined approval workflows, reducing
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