VACANCY ANNOUNCEMENT

Concern Worldwide is an Irish-based non-governmental, international, humanitarian organization, dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. Concern is currently recruiting the below post:

Job Code: 23-020-RH (You must quote this code on your application)

Job Title: HR/Administrative Officer

Location: Buchanan, Grand Bassa County

Reporting To: System Coordinator

Responsible For: Administrative Assistant & Office Cleaners/Housekeepers

Contract duration: Fixed-Term (2 years)

Job Purpose: The Principal objective of the Human Resource and Administration Officer is managing and coordinating the office administration and the coordination of the HR function in Grand Bassa and Rivercess counties and thus ensuring organizational effectiveness and efficiency. This involves tactical office and team house facility management, office supplies, and general human resource function under the strategic guidance of the Systems Coordinator and Systems Director. The position holder manages internal and external communication including liaising with local authorities.

As part of the Concern Code of Conduct and its associated policies responsibility of the position holder willsupport and promote the standards outlined in the Concern Code of Conduct and its associated policies to the team, partner organisations and beneficiaries, and be committed to providing a safe working environment; Contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme.

Responsibilities:

Responsible for the day to day smooth and efficient running of the office; Establish effective filing and archiving system and manage the filling and archives of the office on regular basis according to Concern procedures; Manage the official Notice Boards and display official communications and promotional information in an attractive manner; Ensure staff is aware of, understand and comply with Concern policies, administrative rules and regulations in the implementation of projects; Ensure a good state of repairs of the compound through regular maintenance checks on buildings; Ensure the office is adequately stocked with appropriate stationery and other supplies. Ensuring that visitors, staff from other locations and service providers receive the best reception services and that their needs are swiftly attended to; ensuring that all utility bills, subscriptions and rent are paid on time and the tenancy agreement are being observed. Continuous improvement of the organisational image through proper office lay out and outlook. Ensuring all office cleaners/housekeepers keep the environment clean, well-organised and attractive to provide staff

the comfort to perform their duties uninterrupted; Ensuring that other Administrative Services are provided in a timely and reliable fashion. This includes conference room arrangements, Accommodation for staff from other programmes and other official visitors; Ensure all Concern property and equipment (air conditioners, fire extinguishers, electric appliances, etc.) are secure and maintained appropriately through regular service contracts.

Plan and initiate annual service for fire extinguishers Maintain a full inventory of mini store and room register for all assets; In collaboration with IT, Logistics and Finance maintain the Fixed Asset Register in accordance with Concern policy; Ensure regular and at least one physical count annually of the mini store Inventory and produce the report;

Maintain good working relations with the local public administration and service providers and ensure Concern’s credibility is maintained at all times; Share correspondences received from the public with the respective individuals that are concern; In conjunction with the Systems Coordinator, ensure regular staff meetings to provide the forum for staff to be updated on project and opportunity for staff to discuss other issues pertaining to work and ensure minutes of meetings are done. Ensuring Concern’s and legislative health and safety standards are compiled with; Ensure general Compound security as per guidance and the Security Management Plan; Undertake duties outlined in the Security Management Plan, including awareness raising amongst the team, risk identification, ensuring that all incidents are reported as well as induction of new team members; Ensure security operational guidelines well established for the Filed Office, and all staff are aware (in coordination with the GSM); Provide every staff with emergency contact details; Maintain the ID card and screening system for visitors to the office

Managing and supervise Administrative Assistant, and Domestic staff including setting goals and objectives against set targets and goals; Conducting probation and performance appraisals for subordinates; Prepare monthly sign in book for the staff; Assist in coordinating applications for vacancies; Assist with the interviews and select candidates in conjunction with managers; Produce quality HR management report on a monthly basis; Issue and managing contracts to staff and remind managers of probation deadlines for all staff; Set up, maintain and manage employee sub-files and keeping the employee database up to date; Organise and deliver induction training for new staff, ensuring all necessary information and forms are filled out by new employees; Track annual leave and sick leave records; Prepare and submit monthly leave report to Systems Coordinators & Program Managers.

Experience & Qualification:

To be able to execute the described role and responsibilities effectively and efficiently, the position requires:

∙ A Minimum of a degree in HR Management, Public Administration, Management, or related fields.

∙ Minimum of 3 years relevant experience in Human resource and Administration management; Supervisory management and interpersonal skills, at least 2 year managing staff;

∙ High quality written and verbal communication skills; excellent networking and negotiating skills; the ability to maintain confidentiality & discretion whilst dealing with HR issues; good attention to detail and demonstrated ability to deliver on work objectives to a high quality and on a timely basis are all essential competencies for this role;

∙ Experience in working in the development or humanitarian sector would be preferred; Knowledge of computer applications i.e. Microsoft Word & Excel; Knowledgeable of implementing systems.

How to apply:

By email to: liberia.hr@concern.net with the JOB CODE 23-020-RH HR/Administrative Officer clearly in the SUBJECT LINE. By Hand to: HR Department, Concern Worldwide, Building Number-5 Andalucía’s Complex Compound Number-2, Between 6th & 7th Streets Sinkor Beachside, Behind Home City Furniture Store, Monrovia.

JOB CODE 23-020-RH HR/Administrative Officer is clearly indicated on the envelope.

Applications must include the following:

∙ JOB CODE 23-020-RH HR/Administrative Officer

∙ A letter of application stating why you believe you are the best suited for the position.

∙ A copy of your CV (maximum 4 pages) giving active daytime contacts.

∙ Names and addresses of two (2) work-related referees with professional e-mail addresses.

CLOSING DATE FOR APPLICATIONS IS 4:00 pm on Saturday 14th October 2023.

FEMALE APPLICANTS ARE HIGHLY ENCOURAGED TO APPLY

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Concern Worldwide is an equal opportunity employer. We welcome applications from all sections of society. While all applicants will be strictly assessed on their individual merit, qualified women are particularly encouraged to apply.