Administration and HR Manager

Job Description

Background Present in Sierra Leone since 1999, IRC supports the Sierra Leonean institutions – government, civil society, community-based organizations and private sector – to provide improved social services, decrease youth unemployment and mitigate gender based violence. IRC do this through programs and partnerships designed to improve the life of women, youth and children by implementing Health, Education, Youth and Gender Based Violence programming. IRC has a Country Program office in Freetown, a Regional Field Office in Kenema, Field Offices in Kono and Bo, and a satellite office in Kailahun.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, and Anti-Retaliation.”

Purpose of the Job: The position is under the direct supervision of the Field Coordinator in Kenema and is personally responsible for the administrative and HR component of the Kenema field office supporting all the programs towards the implementation of operations in Sierra Leone. This includes providing administrative and Human Resource support to the Kono Field Office and the Kailahun Satellite office.

Specific Responsibilities

Human Resources Assist generally in the human resource activities for the national employees (job adverts, interviews, recruitment, payroll and benefits). Work with Coordinators and Managers in recruiting new Kenema staff, complete the recruitment processing for new staff including reference checks and ensure all new documentation pertaining to staff is forwarded to Freetown for final processing and filing Monitor and track the IRCconnect orientation process for all new IRC-SL national and International staff and provide monthly update to the Administration and HR Coordinator Ensure that the exit process for all national staff is in accordance with the personnel policy and prepares payment requests for all end of service benefits and ensures they are paid accordingly and in timely manner. Oversee and ensure proper application of National Employee Personnel Policy and Administrative procedures by both National and International Employees. Prepare the payroll, pay slips and signing sheets for staff to ensure monthly payment of salaries Collect and review all time and effort reporting sheets for all staff and ensure it is sent to Administration & HR Coordinator monthly and on time. Follow up on all insurance matters for staff including adding and deleting staff to/from the employer’s liability and the medical and hospitalization insurance policy schemes as well as follow up on payments and claims, etc.

Track staff going on UPA, Sick and Annual leave in accordance with the IRC Personnel policy. Update Personnel records on a daily basis and keep an up to date database system of staff. Ensure that copies of staff annual leave form; performance evaluation, Training requests, are completed correctly, tracked and forwarded to Freetown for final processing Make all accommodation arrangements at the IRC guesthouse or private guesthouses for IRC staff and visitors to the Kenema Field Office. Raise vouchers for payment for accommodation to guesthouses where staff are accommodated to carry out their functions at the Kenema field Office Location. Track and update employee and NASSIT relationship and ensure policy is followed with regards to registration of new members, payment of monthly contributions and membership cards Work with Managers in creating and ensuring job description is available for all staff and is filed. Ensuring all staff have their job descriptions to aid in performance evaluation. Responsible to support Expert staff as and when required

Compound Management Responsible for the overall cleanliness of both the IRC office premises and the IRC Guest house Directly line manages and supervises office cleaners, housekeepers and cook in accordance with their JDs Make request to logistic on detection of any broken item that needs maintenance and repairs both in the office and Guest house and make follow up and ensure it is done. Responsible to raise PR and payment vouchers in respect of payments for utilities for both the IRC office premises and the guesthouse, ensure payment is done and keep track of all these payments. Keep track of Payments made to the landlords of the premises IRC occupies and raise vouchers for payments when their payments is due. Follow up on all maintenance, city rates and any other issues related to the premises and their landlords. Prepare places for meetings and ensure it is clean and comfortable for all staff. e.g.All staff meetings Maintain inventory of household items including items stored and check on a monthly basis with staff and do maintenance where necessary and ensure security of all household properties. Work closely with the security guards to ensure that gate signing on sheets are completed and filed appropriately

Program Support and Admin Management Provides assistance to the Field Coordinator and act occasionally in his position when he is away Oversee the upkeep of a database/contact list for the Kenema offices (office and business addresses and telephones, staff telephones and e-mail addresses), maintain and upkeep an IRC Kenema general staff directory and provide staff with updated information. Keep track of the Admin. Projector, cell phone and sim card handed to visitors or staff. Prepare Quarterly Purchase request for Office supplies, Stationery, Cleaning items and toiletries, etc. and provide management oversight and coordination in the supply and maintenance of all office and house supplies. Arrange for office space, sitting arrangement, furniture and equipment for all staff Coordinate and administer timely mail pouch requirement and procedures for all IRC SL operational areas e.g. Freetown, Kenema, Kailahun. Coordinate and track the use of communication systems in the Kenema Office and guesthouse e.g. Internet, auto top up system to staff in Kenema, DSTV

Responsible for Administration correspondences and maintaining administration files, filing all communications directed to the Admin Kenema Field Office and placing those for all staff attention on the general staff notice board to read Ensure all staff have IRC and AIC Medical Insurance ID Cards and maintain a tracking sheetof same Compile weekly report for CT meetings each week to be forwarded to Freetown and ready for each weeks meeting. . Provide support to staff to organize trainings, meetings, workshops, farewell parties and the end of year staff party, etc. Conduct training for all staff to ensure policies are practiced by all staff and in place e.g. Mandatory Reporting etc. Perform other duties as needed or requested by the Field Coordinator or the Administration & HR Coordinator.

Key Working Relationships External: Local and International NGOs, Government Parastatals i.e., Town Council, District Council, Government Hospital Staff, etc., National Police, Security Agency, NGOs

Internal: Field Coordinator, Programs Managers, Program staff, Administration Staff, Finance Manager and Logistics staff

Qualifications

Qualifications Education (Knowledge):

University Degree or Diploma in business administration or similar professional qualification

Experience: Previous experience working within the management team of a large organization  3-5 years with an international agency, preferably in a management position

Skill & Abilities: Preferred: Proven skills in Administration & HR with strong personnel management experience  Excellent organization skills. Attention to detail, closely following established procedures. Ability to organize task, provide supervision to admin team and identify priorities. Must have strong organizational diplomacy and communications skills; proven computer literacy (Microsoft words and excel) Ability to work under pressure and meet deadlines Self-starter with ability to work independently Honest, responsible and in good physical condition to meet the demands of job. Good command in spoken and written in English

Mandatory: Committed to the mission and principles of the International Rescue Committee; Operational/Financial management – understand IRC policies and systems and applies them effectively, developing sound financial plans and budgets and can effectively obtain, allocate and utilize resources; Applies effective utilization of resources; Program Management – Oversees and/or manages the design and monitoring; The ability to build a team environment, empowering employees by effective delegation, motivating, rewards and manages conflict with employees as appropriate; The ability to accurately assess a situation before making a decision, examining problems from different viewpoints; Judgment – Is able to sort through competing priorities, make sound well informed decisions and identify issues problems and opportunities; Decisiveness – Can make decisions in a timely manner identifying problems early enough and informing the line manager Results driven – ensures goals, objectives and deadlines are met;

Role model – Builds effective work practices through role model; Respectful both within the organization and with external interactions and sensitive to ramifications of decisions; Self-Management – Knows own strengths and weaknesses and acts accordingly, copes well with pressure and adapts and learns; Can communicate effectively both verbally and in written communication across all departments; Interpersonal skills – Listens willingly to concerns of others and provides feedback, gaining commitment by persuasiveness not demands; The ability to be an effective negotiator in conflict situations handling the conflict effectively and constantly working towards a win/win situation; Lives up to commitments and works towards the aims of the organization, showing consistency between words and actions and always acting with integrity.

WOMEN ARE STRONGLY ENCOURAGED TO APPLY Mode of Application: All applications must be done using the below link and should include a cover letter, updated CV, names of three referees and their active telephone and email contacts, copies of professional certificates and testimonials.

Please ensure that all attached files are less than 2 megabytes (2MB) for any one message that is sent.

A copy of your application letter, updated CV, labour card and all other supporting documents should be sent to the NGO Desk Officer, Ministry of Labour - New England or to the nearest Ministry of Labour office nationwide.

Please contact any of our offices captioned below for further information and/or detailed requirements or call on 076-471-796.