Admin/HR Officer

Job Title: Admin/HR Officer

Location: Monrovia

Reports to: Finance/Admin Director

Breakthrough ACTION Liberia is funded by the United States Agency for International Development (USAID) to lead social and behavior change (SBC) programming in 12 counties. Led by the Johns Hopkins Center for Communication Programs (CCP), Breakthrough ACTION partners include Save the Children, ideas42, and Think Place. The vision of the Breakthrough ACTION Liberia project is to deliver effective, high quality social and behavior change (SBC) activities in Liberia that will result in improved demand and use of health services for malaria; maternal, neonatal, and child health (MNCH); nutrition; family planning/ reproductive health (FP/RH); adolescent health; and water, sanitation, hygiene (WASH) and engage communities in behaviors to prevent zoonotic and non-zoonotic infections in line with the Global Health Security Agenda (GHSA).

Summary: The Human Resource and Administrative Officer will be responsible for responsible for providing support in the various human resource functions, which include recruitment and selection, staff performance appraisal, training and staff development and personnel database management. He/she will report to the Director of Administration and Finance.

Essential Duties and Responsibilities: The Human Resource and Administrative Officer specific duties will include:

• Staff recruitment and selection: Receiving requests for staff recruitment, preparing job descriptions in conjunction with line/project/programme manager for the interview panel, selecting the appropriate date for the interview, arranging for suitable interview rooms, conducting interviews, obtaining references for successful candidates, writing offer letters, writing regret letters for unsuccessful candidates, drawing up contracts of employment, planning and conducting new employee orientation/induction process, introducing organization culture and ensuring understanding of organizational objectives and updating briefing packs.
• Staff performance appraisal: Assist in providing advice and guidance to Manager& Supervisors regarding performance appraisal process, ensuring that staff confirmations are conducted on time, i.e soon after completing of the appropriate probationary period, ensuring that confirmations follow an appraisal ensuring that all permanent staff are appraised at least once a year, remaindering managers of due and overdue staff performance appraisals
• Training & Staff Development: Assist in maintaining current and accurate electronic training records, attending to requests for payment of training allowance and assessing the credibility and legitimacy of any training provider which features in the training request, liaising with heads of departments/project/programme managers on training issues, attending to requests for payment of subscriptions and other fees, providing guidance on training matters, corresponding with training institutions, responsible for staff needs assessment and providing advice accordingly.
• Personnel Databased Management: Filing of employment related documents, maintaining an up-to-date contracts tracker, Inputting leave details in the payroll system and processing leave applications and timely communication to staff on outstanding leave days.
• Reports: Producing fortnight reports on new recruits, resignations, promotions, transfers, dismissed staff, vacancies, trainings. Providing any ad hoc HR reports as needs may arise.
• Handling pension and medical scheme processing: Assist in ensuring that all staff are on pension scheme and remittance of all monthly pension contributions, processing pension claims and transfers; reviewing monthly medical scheme list and submitting all amendments in time to medical scheme provider.
• Other HR Responsibilities
• Administrative duties: Administer procurement of goods and services required for the office, establish and maintain supplies’ accounts/database and administer the legal documents or contract with thirty party (suppliers, vendors etc) manage the filing, storage and security of all administrative and HR documents. Assist in facilitating necessary permits/licenses from government(s) for building maintenance ; utilities; official vehicles and other equipment; manage the administrative requirements for the repair and maintenance of office facilities, including premises and equipment; fixed assets inventory; insurance; and office renovations where necessary; obtain legal advice on various issues; ensure that administrative and human resources procedures follow principles of good governance; work with team leads to ensure adherence to all administrative rules and procedures including procurement, human resources, legal etc.; endure the organizations ‘safety and security measures are implemented;

Supervisory Responsibilities: This position has not direct supervisory responsibilities at this time.

Education and/or Experience:

• Bachelor’s Degree equivalent or higher in Human Resources Management or Business Management or a relevant field (Organizational Behavior, Administration, etc)
• Minimum of 3-5 years’ demonstrable experience in a similar position in a reputable NGO or private sector.
• Sound knowledge of Liberian Labour Laws and knowledge of HR management policies and procedures
• Ability to write and process high quality reportsdemonstratable ability to network and coordinate with government, nongovernment organizations and other relevant stakeholders for purposes of human resource matter
• Demonstrate high-level oral and written communication skills including the capacity to communicate and work with people from diverse backgrounds.
• Ability to exercise sound judgment, make independent decisions and to work as part of a multidisciplinary team to develop collaborative relationships and networks between agencies.
• Smooth organizational skills with a ability to manage workload with minimal supervisor
• Ability to use computers within the workplace including work processing, excel, PowerPoint, email and available HR software programs
• Language skills: Must be fluent in English