Job Vacancy @ Concern Worldwide – Human Resource and Administration Officer

Job Description

Concern Worldwide is a nongovernmental, 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 Worldwide integrated programming approach aims to tackle all dimensions of poverty, focusing on the overlapping areas of health, education and livelihoods while maintaining our response to emergencies. Concern fully integrates equality in all its work, with emphasis on a gender transformative approach. Concern Worldwide has been operational in Sierra Leone since 1996. Programme implementation is based in four areas, namely Tonkolili District, Port Loko District and Western Area Urban and Wester Area Rural.

On this note, Concern would like to invite well experienced and professional applicants for the under mentioned additional roles:

Job Title: Human Resource and Administration Officer
Reports to: Senior Human Resource Coordinator, Base Manager/Area Coordinator
Direct Reports to: Office Cleaners and Security Guards.
Liaises with: Concern Systems and Programme staff
Job Location: Port Loko, field based
Contract Details: One year with possibility of extension
Job Purpose: Concern Worldwide is a nongovernmental, international, humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. In Sierra Leone Concern Worldwide Programmes focus on education, health, and livelihood improvements in the framework of addressing challenges in relation to lack of (or low return on) assets, inequality and risk and vulnerability. Concern Worldwide has been operational in Sierra Leone since 1996. Programme implementation is based in four districts: Freetown Western Area Urban & Rural, Port Loko and Tonkolili districts.
The principal objective of the role of the Human Resource and Administration Officer in Port Loko is to provide administrative support for Concern Program in Port Loko District. The Human Resource and Administration Officer will be responsible for ensuring efficient management of the human resource and administration function in Port Loko. This involves tactical facility management, office supplies and general human resource functions in Port Loko under the strategic guidance of the Base Manager. The role also involves promoting accountability through strict adherence to policies, procedures and processes that govern each of the functions. The main duties and responsibilities of this job will include;

Main duties & Responsibilities: Specific Responsibilities:
To oversee the provision of administrative support for Port Loko office by;
Ensuring that visitors, staff from Freetown, 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 advice the Base Manager/Area Coordinator immediately for action.

Setting up systems and procedures to ensure the safety of all Concern property including fire safety, availability of first aid and general safety management.
Continuous improvement of the organizational 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.
Ensure all Concern property and equipment (air conditioners, copiers, 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;
2. 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 GSM on terms and conditions of contracts relating to maintenance of equipment to ensure that payments are made as agreed.
Support and assist the HRM where necessary with advice on employee relations with the objectives of maximizing involvement and commitment and minimizing unnecessary conflict
Ensure proper completion of JRs before onward submission to the HRM
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 HRM
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 HRM, advising on issues of gaps etc.
Collect Performance appraisal forms from all sectors at field level, and send to HRM
Set up and maintain adequate records including leave records, medical insurance claim records etc. and report to HRM on a monthly basis.
3. Internal and External Communication and Liaison;

Communicating and monitoring policy and procedures updates from Freetown for all staff to Field Offices in Port Loko
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
4. Health, Safety and Security Management;

Ensuring Concern’s and legislative health and safety standards are complied 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
Emergency response Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Sierra Leone Programme is to respond, all staff are expected to be willing to actively participate in emergency responses, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.
Person specification: Education, Qualifications & Experience Required
Essential

Education

Diploma in Business Administration, Human Resource or any other related field
English Language Qualification

Experience Required:

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

Desirable

Preferred Qualities

At least two years’ experience working in Life and/or Business Skills programs for youth/adults;
Experience working in education programs and in rural settings.
Previous experience working with NGOs a plus.
SAFEGUARDING AWARENESS
Concern has a Staff Code of Conduct and a Programme Participant Protection Policy, which 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 organization, and the standards of behaviour expected of them. In this context staff have a responsibility to the organization 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 Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Staff Code of Conduct candidates acknowledge that they have understood the contents of both the Concern Staff Code of Conduct and the Programme Participant Protection Policy and agree to conduct themselves in accordance with the provisions of these two documents.

HIV & AIDS

Concern Sierra Leone is committed to respond to HIV & AIDS and to a supportive working environment for those infected or affected. Each staff member is required to contribute to achieving this commitment by:

Raising awareness and being updated on HIV & AIDS issues
Protecting him/herself and colleagues
Sharing information with colleagues and avoiding stigma and discrimination

GENDER

Concern Worldwide in Sierra Leone recognizes that the establishment of equality of opportunity between men and women is fundamental to both the achievement of fairness and to poverty elimination.

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

HOW TO APPLY

Interested candidates should apply with:

An application letter clearly justifying how you meet the selection criteria
Recent Curriculum Vitae including names and full contact addresses of three (3) referees, one of whom must be their current or most recent employer.
Candidates must state the position of each referee and his/her relationship to the candidate.
A copy of a valid labour card must be attached to ALL applications (written or electronic)
Police Clearance will be required from the successful candidate

Applications should be sent either through email or by hard copy to the following addresses.

You can send through email to [email protected] OR deliver in Hard copy to the below locations

HR Department, Concern Worldwide, 20 Old Railway Line – Signal Hill, Freetown

HR Department, Concern Worldwide, 2B Shamel Street, Magburaka, Tonkolili.

HR Department, 25 Upper Kamara Lane, Back of EDSA substation, Port Loko

Please mark your application as per the references stated in position above

(by email please put the reference in the SUBJECT heading).

Closing date for receipt of applications for the above vacancy is on the Tuesday 2rd August 2022

Only short listed candidates will be contacted.

PLEASE NOTE THAT A COPY OF THE APPLICATION LETTER (written or typed) MUST BE SENT TO THE NGO DESK OFFICER, MINISTRY OF LABOUR, NEW ENGLAND OR EMAILED TO Email: [email protected]

“FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY”

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