Admin/HR officer

About Mercy Corps Afghanistan

Job Summary

The incumbent will have strong organizational skills; ability to interact effectively with international and national personnel of all sectors. He/she will have excellent communication and translation skills, both verbally and in written and will be a strong team player. A demonstrated ability to multi-task and process information into action is compulsory. The successful candidate will be focused on team-building and capacity-building of national staff; be a strategic thinker, have strong program support skills and maintain a sense of humor

Duties & Responsibilities

• Responsible for the smooth running of the following office functions: Reception of visitors, photocopies and mail services, translation services.
• Prepare and implement guidelines for the operation of programme support functions; in particular the functions of IT, Human Resources, reception, photocopies and mail services, travel, translation services, oversight of property management, supervision of cook and cleaners, and office maintenance.
• Prepare duty roster for the cooks and guards; day to day supervision of property management including guards, cook and cleaners and office maintenance. Assure that the office and compound are clean and maintained at a routine schedule.
• Maintain and monitor the attendance book; alert supervisors to poor attendance records of relevant staff.
• Responsible for maintaining the supply of all admin forms and making them available for Kunduz staff; maintaining a central filing system.
• Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance.
• Attend the NGOs or Governor Coordination meetings as agreed up on.
• Responsible for maintaining contact sheet for (MC Kunduz) – assuring all contact details are updated and distributed to MC staff and other MC offices.
• Responsible for facilitating visas and other legal documentation for Mercy Corps staff.
• Maintaining personnel files for all (MC Kunduz) staff and assure that leave records of all staff are properly maintained and updated.
• Responsible for preparing ID cards for all staff.
• Collect the monthly timesheets and, send them to Kabul for payroll process.
• With Logistics and Finance, process payments for all service contractors.
• Responsible for maintaining copies of personnel files for all staff – including recruitment documents, CVs, contracts, PAFs, time sheets, employee data sheets, disciplinary papers and performance evaluations.
• Assure that recruitment of national staff adheres to the Mercy Corps regulations.
• Assure that salaries and benefits correspond to Mercy Corps salary scales and standing protocols:
• Assure that Afghanistan personnel policies strictly adhere to Afghanistan labour law as applicable. They includes payment of appropriate taxes, benefits etc.
• Maintain up-to-date staffing lists by program and department.
• Assure that employee performance evaluations are completed as scheduled.
• Assure that all national staff have an up-to-date and relevant job description.
• Maintain annual holiday schedule including determination of exact holidays in advance of the holiday (as possible) and inform all staff.
• Coordinate with Project Coordinator coverage for office operations during leave of key national staff.
• Oversee the monthly procedure of time sheets for all staff including collection and review. Train new staff in time sheet procedure.
• Maintain national staff I.D. cards.
• Responsible for the orientation of all new national staff on Mercy Corps Afghanistan systems, policies and procedures.
• Assure all new staff receive copies of the Afghanistan National Staff Policy Handbook and are alerted to benefits. Continue with support and advice on policies as required.
• Advise national staff on disciplinary procedures.
• Advise national staff on raise policies and procedures.
• Assist Head of Office in conducting or arranging for trainings and/or other human resource development activities.
• Orient newly-hired employees on Performance Management System and Individual Operating Plan.
• Oversee the clearance of terminated employees as per MC Afghanistan policies and procedures.
• Participate in disciplinary, hiring and termination meetings with program staff upon request.
• Maintain confidentiality of all national staff personnel issues including disciplinary procedures, contracts and pay rates.
• Identify weaknesses in current HR systems, advise supervisor on outstanding issues and assist in designing and implementing as required.

Job Requirements

Must have a bachelor’s degree (Bsc/BA) in the relevant field, Minimum 2 years experience with office administration preferably with an international organization. Must be an independent thinker and have strong organizational skills; demonstrated experience scheduling and managing staff from multiple departments, Report writing; ability to make recommendations for improvement; Strong demonstrable computer skills, filing, and organizational skills, excellent spoken and written English; willingness to travel throughout the project areas through out Afghanistan

Submission Guideline

Please submit your applications including CV, cover letter and three tracable references via eamil to:

HR Department
Education torner ,Anjeer Avenue, Shabarghan Road,infornt of Dr Enayat Clinic , HNO:236
Mercy Corps (Helmand) office

Cell#: 0793506508
Email Add: vacancieslkg@af.mercycorps.org

Please clearly specify in the email subject and cover letter which position you are applying for.
Female applicants are highly appreciated to apply.

Functional Area

Administrative

Countries

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