Admin and HR Officer

Job Overview/Summary: The Admin and HR officer will be line managed by Field Coordinator (SE region) and based in Hpa-an, Kayin State. The Admin and HR Officer to assists HR and Admin Unit (Yangon) and Field Coordinator by managing the day-to-day operation of the Admin/HR & Operation for Southeast.The Admin and HR Officer will be fulfilling the Admin and HR functions in IRC Kayin and Kayah.

Main Responsibilities

General

• Works as a key player responsible for the implementation of IRC programs with attention to program quality and ensure necessary supports are rendered to the program staff.
• Perform office day to day works including proper usage of office equipment, transportation and accommodation arrangement for program staff to field sites.
• Any additional duty assigned by the supervisor.

HR Tasks

• Collect Attendance sheet, leave forms, time sheet and other necessary documents and deliver to Yangon HR office.
• Post and circulate internal and external vacancy announcements.
• Participate in relevant interview panels.
• Make sure that all the staff is issued ID cards.
• Coordinate with Senior HR Officer to provide support to program and operations staff in the interpretation of HR policies and procedures and provide technical support on HR issues.
• Collect and review staff Performance appraisals and share with the Country Office in timely manner and provide effective feedback to the management on these.
• Ensure proper orientation for all new staff with periodic; such orientations must be held with HR, Finance, Supply Chain, Security, IT and Programs.
• Issuing pocket emergency contact list cards.
• Recruitment & Selection; NRR form, advertisement, developing questionnaire, interview & selection to Assistant level & below
• Telephone calling tree to all staff.
• NSPP orientation to staff.

Administrative tasks

• Coordinate with program staff to arrange transportation and accommodation for the staff and visitors to travel to field sites, airport pick up and other travels in the area.
• Collect invoices and prepare Payment Requests to settle the transportation and accommodation expenses of the staff and visitors.
• Cooperate with Yangon office to get TA for international staff visiting the area and deliver to relevant government departments in due time.
• Prepare draft letter to issue to government and/ or other agencies.
• Prepare report on international staff visit to submit to in line ministries.
• Prepare necessary arrangement for local monthly coordination meeting.
• Participate in monthly meeting at office with program staff to have effective coordination.

Office management

• Develop a good and proper filing system for all documents.
• Develop and keep maintain good relationship and coordination with program staffs for better working environment.
• Cooperate with Finance Officer and Yangon finance team to settle the payment related with field office expenses.

Reporting

• Ensure timeliness and completeness of field office monthly Admin reports to IRC Yangon office and local State government.
• Take the role of note taker in monthly office coordination meeting, draft meeting minutes and circulate internally.

Supervision

• Assign tasks to security guards and cleaner.
• Directly monitor the works of security guard, driver and cleaner.

Minimum Qualifications:

What should you have?  

Education

• Bachelor’s degree and with Advanced Diploma in Human resources and Office Administration or equivalent of 3 year experience in relevant field.

Experiences

• Minimum of 3 years professional experience, preferably in complex humanitarian settings.
• Strong troubleshooting abilities, especially in networking, MS Applications and MS Operating Systems.

Competencies

• Exposure to Applicant Tracking systems and recruitment experience strongly preferred.
• Proven ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional grace.
• Strong acumen in establishing positive working relationships with employees and all other stakeholders to maximize cooperation and productivity.
• Strong proficiency in MS Word, Excel, and PowerPoint is required.
• Strong organizational, and administrative skills required.
• Proven sense of professional discretion, integrity, and ability to manage situations diplomatically and to effective resolution.
• Commitment to continual learning and development.

Language

• Written and spoken fluency in English is required.
• Local Language are encouraged.

Myanmar nationals with relevant skills sets and proven experience of working at international level are strongly encouraged.