Responsibilities:

• Ensuring that visitors, staff from other field locations and service providers receive the best reception services and that their needs are swiftly attended to.
• Ensuring that all programme office, systems office and team houses utility bills, subscriptions and rent are paid on time and the tenancy agreement conditions are being observed by both Concern and the Land Lords. Where you identify deviations that require attention advice the Base Manager immediately for action.
• Setting up systems and procedures to ensure the safety of all Concern property including fire safety including assembly points and smoking zones, availability of first aid and general safety management.
• Continuous improvement of the organisational image through ensuring proper office lay out and outlook. Ensuring the all office cleaners and housekeepers keep the office environment clean, well-organized 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 travel arrangements, conference/ workshop/meeting arrangements, Accommodation for staff from other programmes and other official visitors.
• Ensuring that housing of a suitable standard is provided for international staff based in Port Loko and that all rental properties are safe, secure and well managed. This will involve identifying suitable rental properties, supporting the process of negotiating rental agreements, reviewing and rental agreement.
• Ensure all Concern property and equipment (air conditioners, fire extinguishers, generators, electric appliances, etc.) are safeguarded and maintained appropriately through regular service contracts, as appropriate.
• Negotiate, prepare and monitor the equipment maintenance contracts as well as the contracts with all service providers;

To oversee the provision of human resource support for Port Loko office by;

• Plan and initiate regular servicing for generators, fire extinguishers, air conditioners etc;
• Advice the Logistics Officer on terms and conditions of contracts relating to maintenance of equipment to ensure that payments are made as agreed.
• Support and assist the HR Coordinator where necessary with advice on employee relations with the objectives of maximising involvement and commitment and minimising unnecessary conflict
• Ensure proper completion of JRs before onward submission to the HR Coordinator
• Ensure proper hiring process is carried out for non-concern employees(Casuals, skilled & unskilled labour and local consultants) as per concern’s policy on hiring process
• Ensure proper tracking and filling of non-concern employee records
• Follow – up on staff leave issues with particular attention to staff on sick leave
• Ensure exit and release processes are appropriately carried and inform Base Manager HR Coordinator
• Assist the Snr. HR Officer in putting together medical ID cards, staff ID cards and NASSIT documentation for all new joiners at field level
• Maintain up to date staff lists, leave tracker and provide monthly reports to the HR Coordinator, advising on issues of gaps etc.
• Collect Performance appraisal forms from all sectors at field level, and send to HR Coordinator
• Set up and maintain adequate records including leave records, medical insurance claim records etc. and report to HR Coordinator on a monthly basis.

Internal and External Communication and Liaison;

• Communicating and monitoring policy and procedures updates from Freetown for all staff to Field Offices
• Maintain good working relations with the local public administration and service providers and ensure Concern’s credibility is maintained at all times
• In conjunction with the Base Manager, ensure regular staff meetings to provide the forum for staff all to be updated on project and opportunity for staff to discuss other issues pertaining to work and ensure minutes of meetings are done

Health, Safety and Security Management;

• Ensuring Concern’s and legislative health and safety standards are compiled with
• Ensure general Compound security as per guidance and the Security Management Plan
• Provide every staff with emergency contact details
• Establish an ID card and screening  system for visitors to the Office
• Ensure adequate security for all Concern assets

• Diploma in Business Administration or any other related Social Sciences field
• Qualification in HR is a plus
• English Language Qualification

Job related Experience and Knowledge

• At least 1 year working experience in HR or Administration
• Ability to work well under pressure and in response to changing needs
• Excellent interpersonal and communication skills, training skills and writing skills
• Leadership skills, personnel and team management including mediation and conflict resolution

Time required in Job to reach effective performance

• Probation period – 4 months
• Time to reach full effectiveness – 1 year

• Raising awareness and being updated on HIV & AIDS issues.
• Protecting him/herself and colleagues.

Sharing information with colleagues and avoiding stigma and discrimination.

Therefore, each staff member of Concern is expected to be sensitive to equality issues in their relationships with colleagues and in their work and to participate in implementation of gender mainstreaming plans, both at the workplace and in programmes.

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.