A PROPOS DE NOUS
ChildFund International s’engage à instaurer une culture du travail qui favorise la diversité, l’équité et l’inclusion sous toutes ses formes. De plus, ChildFund International s’engage à garantir un lieu de travail qui protège tous les enfants, y compris la prévention de leur exploitation et de leur abus sexuels, ainsi que la prévention de l’exploitation et de l’abus sexuels de son personnel, de ses partenaires et des participants aux programmes.
SUMMARY
Responsible for providing support to the human resources and administrative functions of the Country Office
DUTIES/RESPONSIBILITIES
Child Safeguarding
Remain alert and responsive to any child safeguarding risk, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy.
Supporting Country Office HR functions:
Coordinate employee engagement and logistics for face to face trainings and activities in assigned Country Office
Develop and coordinate face to face onboarding and offboarding activities in collaboration with the HR manager and Global HR Service Specialist
Create and maintain personnel files
Supports compliance with employee grievance, disciplinary and performance management programs and policies and all legal employment obligations in line with existing local labor and other related laws.
Supports the implementation of staff programs and policies
Serving as HR point person representing ChildFund on in-country HR networks and in case of internal or external inquiries and requirements
Processing Monthly payroll
Physically taking employment contracts to appropriate government official for review and approval
Existing a staff at time of departure
Serving as point person for insurance for staff medical queries and issues where follow up is required
Serving as HR point in case of any other external /internal audits
Mediating staff and managerial meetings on performance issues
Support Country Office Administration
Supervise the logistics officer in the strategic management of material resources. Communicate country program priorities and guide him/her to ensure alignment of efforts.
Ensure efficiency and compliance in local and international procurement.
Ensure proper stewardship of ChildFund resources, and the optimal utilization and maintenance of program assets and resources including proper inventory controls (includes oversight of inventory receiving and shipping as well as warehouse, fleet and asset management and the disposition of assets).
Ensure high quality reporting that allows for proper tracing and tracking of inventory and assets.
Ensure that in-kind transactions are reflected appropriately in financial statements according to ChildFund policies and procedures.
Ensure that transportation services other than fleet management are appropriate to need and delivered in conformity with ChildFund policies and procedures
Ensure that risk mitigation strategies including insurance are undertaken. Assist in preparation of agency risk reporting.
Responsible for administrative actions resulting from governmental requirements (like tax filings) and/or required under ChildFund`s registration.
Ensure the updating and the periodic revision of the Administrative manuals
Supervise publications and procurement of goods and services in accordance with ChildFund International’s policies and procedures
Ensure strict compliance with ChildFund Guinea’s procurement policies and procedures for all products and services
Negotiate contracts with suppliers, define guidelines and policies to follow, evaluate suppliers and costs involved
Coordinate the preparation and implementation of the administrative and human resources aspects of the annual budget of the Country Office and all the projects
Ensure that all service contracts signed on behalf of ChildFund Guinea meet the minimum standards and comply with the laws of Guinea and ChildFund International policies
Support the Liaison Office in all operational issues of the office (contracts, agreements, security)
Budget management:
Responsible for development and management of annual administration and human resources budget.
Country Security Focal Point:
Act as focal point on all emergency and security issues in the country and provide advice / information to staff
Security Management
Reports to the CD and has a technical line to the director of security based in IO
Promotes the development of a security culture
Participate in the selection and management of the security guard.
Provides support in respect of safety & security to the CD and liaises with the Global Security in respect of all key functions.
Security Information Collection, Communication and Reporting:
Supports the CSC in collecting, updating and communicating information regarding the security situation within the country and specifically in respect of CHILDFUND programming
Maintains regular contacts with sub-offices promoting the CO’s security agenda
Participates in networking with other NGO security focal points or security officers and participates in the UNDSS Saving Lives Together (SLT) initiative.
Reports security incidents affecting all CHILDFUND staff, offices and assets to the CD and Global Security Director (GSD)
Identify triggers and changes within the operating environment
Prepares a quarterly NO security update to be approved by the CD and shared with the GSD
Maintains contact details in relation to national country security authorities
Security Planning and Implementation:
Responsible for leading CO risk assessments and maintains the CO risk register.
Has a high level of knowledge about all aspects of the Safety and Security Management Plan (SSMP)
Maintains the CO SSMP and oversees the implementation and adherence to procedures and plans.
Prepares and delivers safety & security briefs for staff and visitors.
Develop and rehearse the CO Contingency Plans.
In consultation with the GSD provides advice on budgeting for safety & security related expenditures
Supervises the sub office SSFP’s
QUALIFICATIONS/EXPERIENCE
1-3 years’ experienc in an office administration and or/ human resources capacity, preferably in a multi-cultural environment
Demonstrated prior experience in an administrative support role;
Outstanding written and oral communication skills in English; fluency in a local language (i.e., French, Spanish or Portuguese) preferred
Excellent understanding of office administration practices and contact negotiation
Prior experience in human resources,
Proficiency in relevant computer applications (spreadsheet, database, accounting operations software, project management software, presentation software)
Excellent planning, organizational and problem-solving skills
Ability to prioritize multiple tasks at the same time, work effectively under pressure and meet deadlines
Strong confidentiality ethic, demonstrate flexibility, and versatility in adjusting to changing environments and requirements as necessary
Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social and political issues
ChildFund International is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.
Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
