Responsibilities

• • Support Search for Common Ground’s rules, regulations, policies, processes, procedures, and standards to uphold compliance and confidentiality.
  • Provide support to Administration and People & Culture functions and activities.
  • Assist in the assessment, development and implementation of needs and services, and to provide necessary tools, as needed.
  • Provide a wide range of administrative support services to the various functions within the Country Office.

HR Operations

• • • Respond to routine Human Resources requests in a timely manner.
    • Relay non-routine requests to the supervisor.
    • Enter employee information into the Human Resources Information System(s).
    • Maintain up-to-date paper and/or electronic files including and not limited to employee files, recruitment files, performance management, leave management.
    • Support payroll processes, including but not limited to collecting timesheets and leave requests.
    • Follow through with all exiting employees to ensure that all exit documents are submitted, and all assets are retrieved.
    • Manage all employment contracts and ensure copies are kept in the files.

• • • Support the full recruiting process in a timely manner, including, and not limited to advertising open positions, scheduling interviews, preparing interview packets, collecting interview notes/feedback, distributing relevant information.
    • Conduct terrorist and reference checks and maintain new hire information.

• • Support new employee onboarding, including, but not limited to announcements, communications, and orientation schedules.
  • Enroll new employees for benefits.
  • Collect, process, and file new employee paperwork.

Administration

• • Receive documents and other deliveries for the office, ensuring that these are distributed to respective addressee
  • Organize the dispatch of mail and courier packages
  • Arrange for events, meetings and conferences as requested
  • Maintain updated information on accommodation and conference facilities
  • Source for quotations and provide cost analysis for supplies, equipment and services at favorable costs consistent with quality and schedules
  • Oversee the maintenance of office equipment
  • Expedite delivery of goods and services from vendors
  • Ensure adequate supply and timely replenishment of office supplies
  • Keep the assets inventory updated
  • Make flight, hotel and transport bookings for staff and visitors as requested
  • Follow-up on payment of utility bills
  • Match POs to supplier statements and allocate charge codes to supplier invoices e.g. taxi, air tickets and transfers
  • Infuse organizational values into all work.

Competency Behavior Indicators (Knowledge, Skills, and Abilities)

• • • Relates well to colleagues and to all levels of managers; works cooperatively and effectively across teams.
    • Participates in active listening and is receptive to learning.
    • With close supervision and direction from the supervisor, researches and compiles materials for team documents, briefing materials, and presentations.
    • Appreciates multicultural teamwork and demonstrate cross-cultural sensitivity.
    • Obtains essential information for a task or project. Proven attention to detail and maintain adaptability and flexibility.
    • Is resourceful and uses Search’s technology to support efficiency for self and team members.
    • Demonstrate sound judgment and initiative with little guidance.
    • Ability to deal with matters on strict confidentiality
    • Good organizational skills; ability to manage and prioritize tasks.
    • Good communications skills essential, in both written and oral form.  

Education and Experience

• • College Diploma in Human Resources Management or Business Administration: local HR certification preferred.
  • Understanding of local labour laws.
  • Experience and knowledge of HR practices, including recruitment, hiring, and salary and benefits administration, preferred.
  • Experience working with office procedures, systems and equipment, preferred.
  • Computer aptitude and experience with MS applications.
  • Written and oral fluency in English and Portuguese.