Admin and HR Officer

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TITLE: Admin Officer & HR Officer TEAM/PROGRAMME: HR & Admin LOCATION: Hub/Area Office- Kandahar GRADE: Grade 5 CONTRACT LENGTH: One year (extendable) CHILD SAFEGUARDING: Level 3: The post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process of staff.

ROLE PURPOSE: The Admin & HR Officer will support the Admin Unit in the Area Office/Hub to deliver quality Admin services in the Area/Hub office, maintain facilities, support on lease management, management of office supplies. The Admin and HR Officer will advise staff on administration policies including staff travel and per diem policies, and facilities management.

The Admin and HR Officer will report to the HR & Admin Coordinator/Senior Officer and will HR Unit in addition to the administrative responsibilities in any of the HR functions including payroll, training and development or recruitment.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: HR Coordinator/Senior HR Officer Staff reporting to this post: N/A Close working relationships: Finance, IT, Supply Chain, Programme Operations Budget Responsibilities: N/A

KEY AREAS OF ACCOUNTABILITY:

Admin & Facilities Management (70%) • Responsible for admin responsibilities at the area office level and provide support to other field offices as required. • Provide appropriate support and direction to cleaners so that all office, kitchen/meal room and guesthouse spaces are clean, welcoming and representative of Save the Children’s standards. • Ensure that the office has the appropriate amount of furniture to accommodate staff needs including necessary preparation for heating and cooling system in winter and summer. • Purchase stationary and cleaning items for the office. • Maintain stockroom for stationary and cleaning items, recording what comes in and what comes out. • Provide repair and maintenance facilities in the SCI offices, guest houses and staff houses and ensure they are well-furnished and meet the minimum SCI standards. • Ensure that accommodation is booked upon receipt of an approved TAR and flight ticket for inbound visitors. • Ensure that accommodation and all other visitor-related costs are charged to the correct budget codes. • In instances where colleagues are travelling to other cities, provide support for flight booking and accommodation in collaboration with CO. • Ensure that all TARs are filed and securely stored. • Provide support to the organisation of large trainings, gatherings or workshops where required. • Perform any other administrative activities in the field office/area office or hub and provide support to relevant field offices on administrative services. Human Resources (30%) • Support HR Unit in one of the key HR functions including recruitment, pay and compensation and training and development as assigned by the HR and Admin Coordinator/Senior Officer. • Provide administrative support to the HR Unit in terms of HRIS, Pay and Compensation and Payroll processing. • Take part in the interviews and support recruitment of regular/volunteer staff as required. • Provide advice and assistance to Hiring Managers on appropriate recruitment processes, interview plans and the organisation of mixed-gender interview panels. • Conduct reference/background checks, prepare Offer Letters and Employment Contracts in line with established procedures. • Ensure proper and timely vetting and background check of new employees, volunteers, casual workers. • Process recruitment with high level of accuracy and transparency and share the correct documents with the Country Office for review and approvals. • Deliver inductions to new staff and refreshers on SCI policies and systems. • Track staff benefits and allowances and ensure they are managed in the monthly payroll and necessary adjustments are made. • Prepare staff reports and maintain active list of staff as required. • Provide support on response to audit queries and work closely with office. BEHAVIOURS (Values in Practice) Accountability: • holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values • holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved. Ambition: • sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same • widely shares their personal vision for Save the Children, engages and motivates others • future orientated, thinks strategically and on a global scale. Collaboration: • builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters • values diversity, sees it as a source of competitive strength • approachable, good listener, easy to talk to. Creativity: • develops and encourages new and innovative solutions • willing to take disciplined risks. Integrity: • honest, encourages openness and transparency; demonstrates highest levels of integrity QUALIFICATIONS • Undergraduate degree in Business administration, social science, or relevant field EXPERIENCE AND SKILLS Essential • 2 to 3 years of HR and administration experience preferably with INGOs. • Good communication and interpersonal skills • Ability to work as a team player • Organized and with keen eye to details and accuracy • Ability to keep sensitive information confidential • Fluent in Pashto and/or Dari with skills in English • Good self-starter with effective time management skills and high levels of organisation • Strong skills in coordinating and collaborating with others • Positive, solution-driven, respectful and with a ‘can-do’ attitude • IT skills (e.g. Word, Excel, Powerpoint) Additional job responsibilities The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience. Equal Opportunities The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures. Child Safeguarding: We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse. Safeguarding our Staff: The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy. Health and Safety The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Added 2 months ago - Updated 2 months ago - Source: savethechildren.net