Senior Human Resource and Administration Officer

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Senior Human Resource and Administration Officer

Position title	Senior Human Resource and Administration Officer
Location	Dili, Timor-Leste
Reports to	Finance and Administration Manager and Human Resource Director
Grade	5/1
Timeframe	1 year
Application deadline	21 October, 2022
Application process	Send CV and application letter via email to [email protected] OR HR unit at CARE office at Bairo Pite, Dili.

1. Background
   1. The Programme

CARE is an international development and humanitarian organisation working in Timor-Leste since 1994. With programmes that extend across all municipalities in the country, CARE’s mission is to save lives, strive for equality and achieve social justice.

CARE does this by creating lasting change by working directly with target communities, providing innovative solutions and assistance in emergencies.

Ensuring well-being and a voice for women and girls in rural disadvantaged areas is at the heart of CARE’s work. This happens through four priority areas; Education, Women’s Economic Empowerment, Sexual Reproductive and Maternal Health and Women’s Voice.

To overcome poverty and bring about lasting, sustainable development, there needs to be equal rights and opportunities. That’s why making women and girls a priority impact group is key, as this is a proven way to create sustainable, long-term change.

• The role

The Senior Human Resource and Administration Officer will work with the HATUTAN programme. Under the supervision of the Finance and Administration Manager, the Senior Human Resource and Administration Officer will provide effective administrative support in all HR processes including recruitment, staff orientation, maintaining up to date HR files, supporting staff evaluations and training, liaison with the CARE HR office and problem solving to ensure efficient operational support. Other administrative tasks may include petty cash management, managing visitors, organise program meetings, travel bookings, visa requests, maintaining office supplies, administrative support to finance and procurement processes, and filing of project documents, photos, reports and reference materials. The role requires professionalism, good organisational and planning skills and attention to detail with an ability to work confidentially and appropriately with others across a diverse team.

This position is based in Dili, with possible travel required to other field offices.

MAIN RESPONSIBILITIES:

General Human Resource:

Recruitment, Selection, Induction and Orientation

• Support in various functions of staff recruitment process to ensure that all staff understand and follow the recruitment procedures.
• Organise the staff and intern/volunteer orientation program; and
• Maintain, prepare and update the documentation for recruitments and orientations.

Producing Employment Contract

• Responsible to ensure that all new staff receive contracts on the day they start the job;
• Ensure all staff have updated contracts;
• Prepare the daily worker contract;
• Ensure the staff contracts are in accordance with CARE in Timor-Leste policies and guidelines; and
• Update and maintain personnel files of CARE in Timor-Leste staff securely.

HR Policy and other Communication

• Assist in preparing of all documents related to HR and distribute them in a timely manner;
• Assist HRM in socialisations of the Human Resources Policy Manual; and
• Effectively communicate with the Training Officer to organise the staff training.
• Provide the internal staff training related to HR & Administration areas such as: timesheet completion, staff performance review process, payment voucher preparation (together with finance staff) etc.

Staff Benefits and Staff Relations

• Staff benefits are correctly prepared according to HR policies and maintained confidentially;
• Prepare and ensure the paper work for all staff payments such as timesheets, leave requests and severance pay;
• Ensure leave requests follow the HR Policy Requirement;
• Assist HRM in staff relations; and
• Provide timely updates to field office staff on HR-related information.
• Track the staff capacity building and training and coordinate with related parties
• Coordinate the interns and volunteers including recruitment and coaching as required by the program

             General Administration:

• Manage the Dili cash float for small project expenses. This will include making payment for staff and supplier, completing the Cash report, cash count and cash replenishment
• Ensure that the office portrays a professional image at all times;
• Maintain inventory of office supplies and ensure the sufficient stock available for program operation
• Organise the program meeting and function internally and externally including the visitors as needed
• Support the with general administration, such as arranging appointments, scheduling meetings, managing correspondence, telephone calls and e-mails, preparation for travel, printing, scanning documents and filing of documents;
• Support field offices and other support to the project when is required.

• The requirements
• Minimum Bachelor degree in Administration/Human Resource/Administrations or equivalent with minimum 3 years’ relevant work experience and/or University Diploma with minimum 4 years’ relevant work experience in Human resource  and Administration with an International Non-Government Organisation(INGO);
• Excellent communication skills in Tetum and Good English;
• Ability to ensure the implementation of intricate administrative transactions;
• Demonstrated high level organisational and time management skills, including the ability to plan and manage workflows and balance competing priorities to ensure timely processing to meet deadlines in a complex environment;
• Demonstrated ability to take direction and to work as part of a team;
• Demonstrated experience in following standard policies, procedures and processes;
• Demonstrated honesty, maintaining confidentiality, reliable and trustworthy.
• A willingness to learn about CARE, gender equality and women’s empowerment activities;
• Proven ability in managing a budget and/or petty cash, and;
• Very Good skills using Microsoft Office including Word and Excel
• How to apply

Interested applicants should send a CV (no longer than four pages) and cover letter via email to [email protected] OR to Human Resource unit at CARE in Timor-Leste office at Bairo Pite, Dili.

* Applicants are required to mention where they discovered information about this position

* This application is required by 21 October, 2022