Human Resource & Administration Assistant (Nangarhar, Afghanistan)

SUMAMARY

This post is essentially to assist in management of International Medical Corps Jalalabad regional office human resource functions including recruitment, time sheets, employment contract, change of status forms, design and conduct related local staff development and capacity building trainings and on the job trainings time to time, time to time updating of personal files, and report on achievements and obstacles to immediate supervisor.

ESENTIAL DUTIES & RESPONSIBILITIES:

A.    HUMAN Resource (HR):
Ø  Collecting and Screening the applications to ensure the eligibility and criteria.
Ø  Preparing the long list of all applications received and then making the short list on the same.
Ø  Organizing the interview panel in consultation with HR/Admin Officer.
Ø  Checking the documents received form selected candidates and send to main office for approval.
Ø  Ensure HR Personal files are maintained and updated for each employee.
Ø  Ensure confidentiality of HR Personal Files. No one other than authorized staff person or supervisor have the access to the files. The personal files should be stored safely and if necessary, in a locked cabinet.
Ø  Provide job offer and contract to the selected candidate and give orientation to new hired staff.
Ø  Ensure the implementation of all approved policies including the National Staff Handbook.
Ø  Ensure HR policies are introduced as required and staff understood and acknowledged.
Ø  Check the hiring documents and make sure its correctness while receiving from selected applicants for further process.
Ø  Arrange interview committee for written test and oral test with the input from Kabul HR department.
Ø  Make separation check list and exit evaluation sheet for separated staff before the last payment.
Ø  Perform scanning of HR documents on monthly basis and send it to Kabul main office.
Ø  Responsible to coordinate the staff annual appraisal for each employee according to their annual anniversary dates. Ensure that all employees are evaluated by their line managers at the end of probation period and annual performance appraisal due date.
Ø  Track and follow up the pending issues with HR/Admin Officer and inform Sr. HR/Admin Manager-as needed.
Ø  Provide monthly report (e.g. Leave record, COS etc.) for payroll processing to HR/Admin Officer.
Ø  Any other duties which is given by HR/Admin Officer or Sr. HR/Admin Manager.

PAYROLL

Ø   Prepare, update all eastern region staff list on monthly basis for payroll with proper grants/departments allocations and submit to finance for salary payment.

B.     LIAISON WITH GOVERNMENT LINE DIRECTORATES
1.      Serve as a primary representative of International Medical Corps to coordinate and liaison with the Line Directorates of the Afghan Government;
2.      Maintain and promote professional relationship with the Line Directorates,
3.      Ensure to receive and respond the requests and enquiries from the Government.

TRAVEL

Responsible for all travel arrangements for International Medical Corps Eastern Region staff both domestic and international by ensuring all travel needs are met in regards to flight, tickets, information etc strictly in adherence to the organizational and donor regulations;
Maintain and promote relationship with Travel Agencies.

OFFICE ENVIRONMENT

Ensure office environment is welcoming to everyone with appropriate decorations and flowers and plants.
International Medical Corps’ offices in the East maintain appropriate
Level of cleanliness, hygiene and sanitation.
Oversee office space maintenance, repair and utilization. Ensure that all offices look professional.

ADMINISTRATIVE FUNCTIONS

Ensure International Medical Corps administrative systems are effective and efficient as well as cost effective.
Standardize the administrative systems and procedures across the International Medical Corps’ offices in the eastern region.
Establish and maintain appropriate filing system (both hard copies and electronic copies), receive and dispatch official mails.
Ensure the office administration is run professionally and responsible manner;
Ensure proper functioning and maintenance of equipment, facilities and services;
 Ensure timely compliance with all administrative reporting requirements;

International Medical Corps (IMC) is a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief programs. IMC is carrying out medical relief services in several provinces of Afghanistan.

Graduate level in HR/Management/Business/ BBA degree (Essential).
Minimum of 3 years of working experience in human resources & Administration management.

      3.          Computer proficiency in MS Office suite and Outlook.
      4.          Good communication skills (oral & written) in local languages and English. Understanding, Speaking and Writing in English is required for this job
      5.          Ability to handle confidential matters discreetly and gain the trust and confidence of colleagues.
      6.          Competence to assess priorities, manage a variety of complex activities simultaneously in a time-sensitive environment, and meet competing deadlines.
      7.          Able to work overtime or holidays required by the supervisor or program need, or any other tasks which need to be completed as per organization need basis to related department.
      8.          Preference will be given to female candidates

You are kindly requested to send your written CV or resume through email and mention the vacancy number and title of the position in the subject line. Application received after the closing date and without subject line will not be considered.

Only short-listed candidates whose application responds to the above criteria will be contacted for written test. Interested candidates should send their application to the following email address:

Email: hrafghanistan@internationalmedicalcorps.org

Important: To ensure an open, transparent staff selection process pleases certify in your application form that I have no relative or personal relationship with International Medical Corps employees if yes, please disclose the Name, Position and Relation, otherwise your CV will be not considered for shortlist

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the reporting email address report@InternationalMedicalCorps.org. Please do not submit your CV or application to the reporting email address, it will not be considered for review.

Submission Email
hrafghanistan@internationalmedicalcorps.org