EAST AFRICAN COMMUNITY

CIVIL AVIATION SAFETY AND SECURITY OVERSIGHT AGENCY

 

PRINCIPAL HUMAN RESOURCE AND ADMINISTRATION OFFICER (P3) (REF: CAS/HR/003/2023-2024

The Civil Aviation Safety and Security Oversight Agency (CASSOA) is a self-accounting institution of the East African Community. The Agency is looking for a highly motivated, result-driven and qualified professional from citizens of the Republics of Burundi, Kenya and South Sudan to fill the following position in the Agency.

JOB TITLE	PRINCIPAL HUMAN RESOURCE AND ADMINISTRATION OFFICER
GRADE	P3
REPORTS TO	Executive Director
DURATION OF CONTRACT	Five years, renewable once upon satisfactory performance and age requirement
DUTY STATION	CASSOA Headquarters Entebbe, Uganda

1.MAIN PURPOSE OF THE JOB

To provide effective and efficient human resources management and administrative services including procurement and general office management to the Agency.

2.DUTIES AND RESPONSIBILITIES

Function 1:

Coordinating the process of recruitment and selection of staff in accordance with established policies, procedures and practices achieving results as;

1. Effective and efficient recruitment in accordance with the Agency Staff Rules and Regulations
2. Development and implementation of staffing plans aligned to the Agency objectives and industry trends and norms.
3. Adequate staffing and succession planning in place.
4. Effective induction program implemented.

Function 2:

Coordinating the review of the organization structure, development of job descriptions and specifications in liaison with relevant officers including job/functional analysis achieving results as;

1. Optimum Organisation Structure in place that supports the objectives of the Agency.
2. Clear job descriptions aligned with the Agency objectives.
3. Alignment of the job/functional analysis with the strategic planning process

Function 3:

Designing and maintaining Agency staff performance management system achieving results as;

1. Efficient and effective Agency staff performance management systems.
2. Proper staff performance management records and reports including performance appraisals and objectives.
3. Co-ordinated implementation of staff performance appraisal outcomes such as learning and development and rewards.

Function 4:

Compilation of accurate payroll data and preparation of the monthly payroll achieving results as;

1. Updated staff data and records necessary for the payroll processing.
2. Timely payment of staff emoluments.

Function 5:

Managing the Agency Human Resources Information Systems achieving results as:

1. Efficient use of HRIS.
2. Ease of storage, retrieval and management of personnel information and data.
3. Available HR data for analysis, reports and strategic planning.

Function 6:

Formulating and implementing Human Resources management and development policies and strategies for the Agency achieving results as;

1. Clear Staff Rules and Regulations that promote a respectful, healthy and productive work atmosphere.
2. Human Resource Management policies, procedures and processes including guidance manuals that ensures the Agency keeps abreast with industry trends, relevant legislations, practices and employee occupational health and safety trends.
3. Employee relations strategies that promote a conducive work environment and employee engagement and satisfaction.
4. HR strategies that link performance to Agency objectives and facilitating capacity development and implementation of appropriate staff assessment and evaluation procedures that enhance productivity.
5. Highly motivated staff retained.
6. Resolution of workplace disputes leading to enhanced relations between Management and Staff.

Function 7:

Developing staff training and development programmes that effectively meet the Agency’s capacity development objectives achieving results as;

1. High performance workforce that ensures proficiency at various jobs and delivery of efficient and safe operations that instill confidence in the Agency.
2. Comprehensive Training Policy and annual training plans.
3. Collaboration with the training organizations and specialists.
4. Continuous training needs analysis

Function 8:

Supervising and ensuring implementation of all administrative matters of the Agency including procurement of goods, services and works and logistics in consultation with the relevant user departments achieving results as;

1. Well planned resources e.g. stores, assets, facilities that support business units.
2. Annual Procurement plans implemented to ensure timely availability of goods service and works.
3. Facilitation of smooth operations of the Agency business.

Function 9:

Coordination of various administration services i.e, office and estate management, security, transport and logistic and procurement achieving results as:

1. Effective supervision and management of the administration functions.
2. Well-established procedures for all administrative services.
3. Effective management of security services at the Agency premises.
4. Effective maintenance of offices premises.

Function 10:

Preparing and providing input for the timely preparation of the Annual Workplans and budget for the Agency’s HR and administration department for approval by the Board achieving results as:

1. Workplans and budget that address the needs and requirements of the HR and administration department.
2. A framework for supervising and monitoring the activities in the HR and administration departments.
3. Realignment of departmental activities with the Agency’s corporate goals.
4. Effective management of the budget under the HR and administration department

Competencies

Professionalism:  Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Leadership: Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands

Empowering Others: Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members’ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

3. QUALIFICATIONS AND EXPERIENCE

3.1 Education Requirements

Master’s degree in Business administration or Human Resources Management or any other related field from a recognized university.

3.2 Technical Qualifications

Post Graduate Diploma in Human Resource Management or Recognized Certifications in Human Resources Management (such as CHRA, PHRI, sPHRI, CHRP etc).

Membership to a Professional Human Resources Management Institute will be an added advantage.

3.3 Knowledge and Skills

• Good organizational, analytical, interpersonal, communication and report writing skills.
• Proficiency in computer use, Human Resources Information Systems (HRIS), and general IT applications.

3.4 Experience

A minimum of eight (8) years’ experience in Human Resource Management and Administration, four (4) of which should have been at supervisory or managerial level.

4. ELIGIBILITY FOR APPLICATIONS

This vacancy is open to citizens from the Republics of Burundi, Kenya and South Sudan.

5. TERMS AND CONDITIONS OF SERVICE

The above is an established position within the CASSOA organization structure and has a five-year term contract renewable once upon satisfactory performance. The Officer will be appointed by the CASSOA Board of Directors.

6. SALARY AND FRINGE BENEFITS

The established position offers a competitive salary and attractive fringe benefits including house allowance, education allowance, a medical scheme and insurance cover among others.

7. AGE LIMIT REQUIREMENTS

The Agency Staff Rules and Regulations stipulate that no candidate above the age of 55 years will be considered for employment in the Agency.

8. HOW TO APPLY

Interested candidates who meet the requirements are advised to send the following:

Not later than 25^th March 2024, quoting the Job Advert Reference Number of the position applied for. The application documents should be sent via email (all soft copies should be in PDF format and organized in one file) or in hard copies and addressed to:

EXECUTIVE DIRECTOR

EAC – CASSOA

P.O. Box 873

Entebbe, UGANDA

Email: [email protected]

 

Note:

Go to our Homepage To Get Relevant Information.

1. You may submit your application either electronically or in hard copy, but not both.
2. Applications sent through the Post Office or by courier services should have the Job Advert Reference written on the top left corner of the envelope.
3. Applications which do not indicate nationality and age, the reference number, a signed application letter, duly filled and signed EAC-CASSOA Personal History Form and do not include copies of academic degrees, other professional certificates and three referees shall be disqualified.
4. Only short-listed candidates will be contacted.