OBJECTIVE OF THE POSITION:
Under the direct supervision of the Far North Field Coordinator and the technical supervision of the Administration and Human Resources Coordinator, the Admin/HR Assistant is responsible for:
A. Essential Job Duties/Scope of Work :
– Contribute to the dissemination of policies and procedures to all employees in the field.
– Assist and promote employee understanding and adherence to International Medical Corps policies and procedures.
– Support the team and staff with any HR related issues when requested.
– Ensure that all International Medical Corps personnel have read and understood International Medical Corps policies and procedures and have signed them as evidence.
– Support hiring managers as required for all field recruitments after clearance from HR Coordinator.
– Ensure that all new employees have completed the CNPS documents for their registration within 8 days of their recruitment
– Inform the human resources coordinator for his opinion of all requests from the social partners and the administration (labour inspection, MINEFOP and CNPS, etc.).
– Follow up on signatures of all HR documents (contract, job description, code of conduct, etc.) and send them for archiving in personnel files and keep copies or scanned copies for any future requests if necessary,
– Ensure that all staff members have completed their “Timesheet” online (Deltek Costpoint) and submitted them no later than the last working day, assisting them if necessary;
– Maintain the staff leave file;
– Manage staff leave balances, control the exact days of departure on leave and the exact days of return and inform their superiors in case of problems. Manage the office telephone, (calls and recording of all calls and the reasons for the call to be mentioned in the call log.
– Supervise the “Guest House” and the office to ensure its proper functioning and cleaning.
– Supervise and instruct cleaners/cooks to keep the office and Guest House clean in an acceptable manner.
– Ensure that performance has been achieved by all staff at the end of each period,
– Ensure that performance reviews are sent to the main office for retention in the personnel file, ensuring that the correct performance management templates are used.
– Ensure follow-up and exit interviews for outgoing staff (resignation and end of contract) and keep copies on file.
– Undertake any other task assigned by the supervisor.
B- Personal qualifications:
– Bachelor’s degree in administration and/or human resources management and any other related field.
-Proof of solid experience within an international organization or another non-profit organization in a similar operational field is an asset.
-Justify 2 to 3 years of experience in an administrative or human resources position
– Strong organizational skills, including planning, developing, implementing and maintaining administrative systems.
– Ability to work independently and as part of a team, take initiative, problem solve, self-motivated and work without direct supervision.
– Have a great attention to detail
– ability to integrate and work well within a multiethnic and multicultural team.
B. SECURITY
Ensure application and compliance with International Medical Corps safety protocols and policies.
C. ETHICAL CONDUCT OF IMC PERSONNEL
International Medical Corps maintains a code of standards of conduct that governs the performance of its employees engaged in the awarding and administration of contracts. No employee, officer or agent shall participate in the selection, award or administration of a contract funded by donor funds if there is a real or apparent conflict of interest. Such a conflict arises when the employee, official or agent, a member of his immediate family, a partner or an organization which employs or is about to employ one of the parties listed above, has a financial or other interest in the company selected for the award of the contract. IMC officers, employees or agents shall not solicit or accept gratuities, favors or anything else of monetary value from contractors or parties to subcontracting agreements. These standards provide for disciplinary action for violations of these standards by officers, employees or agents of IMC.
D. PREVENTION OF SEXUAL EXPLOITATION AND ABUSE
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within the International Medical Corps and among beneficiaries served by the International Medical Corps.
E. COMPLIANCE AND ETHICS:
Promote and encourage a culture of compliance and ethics within International Medical Corps. To the extent applicable to the position, he/she must have a good understanding of, and adhere to, International Medical Corps and donor compliance and ethics standards. Conduct
Works with the highest level of integrity. Communicate these standards to staff, as appropriate, and partners and require them to adhere to these values.
Perform other assigned duties. The duties and responsibilities listed herein are representative of the nature and level of work assigned and are not necessarily exhaustive.
F. CODE OF CONDUCT
In this role, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps and donor compliance and ethics standards , and adhere to these standards.
If in a supervisory position, the individual must model ethical behavior through their own conduct and supervision of the work of others; ensure that the people who report to him have the knowledge and sufficient resources to follow the standards described in the code of conduct and ethics; monitor the compliance of the people he supervises; enforce the Code of Conduct and Ethics and policies of International Medical Corps, including the Safeguard Policy and Protection from Harassment, Corruption and Sexual Abuse.
G. BACKUP
All staff have a shared responsibility and obligation to safeguard and protect the populations they work with, including adults who may be particularly vulnerable and children. This includes protection against the following behaviors by our staff or partners: sexual exploitation and abuse; exploitation, neglect or abuse of children, at-risk adults or LGBTI persons; and any form of human trafficking. Staff are also responsible for preventing violations of our Code of Business Conduct and Ethics, which may involve conflicts of interest, fraud, corruption or harassment. If you see, hear, or are made aware of a violation of the Code of Business Conduct and Ethics or the Safeguard Policy,
H. EQUAL OPPORTUNITY :
International Medical Corps is proud to provide equal employment opportunity to all qualified employees and applicants, regardless of race, color, religion, sex, sexual orientation, national origin or ethnicity, age, disability or veteran status.
H. MISCONDUCT DISCLOSURE SYSTEM
All International Medical Corps job offers are subject to satisfactory reference and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this system, we will ask a candidate’s previous employers to provide us with information about any instances of sexual exploitation, sexual abuse and/or sexual harassment that occurred during employment, or any incident that under investigation when the candidate left his job. By submitting his application, the candidate confirms that he understands these recruitment procedures.
International Medical Corps does not solicit any fees, payments, or other financial transactions from job applicants. If you are the subject of a financial solicitation in connection with a recruitment, please contact International Medical Corps at the website: www.Internationalmedicalcorps.ethicspoint.com . Please do not apply on this site as your application will not be considered.
How to apply
***Application files containing: a cover letter, a CV, three (03) professional references, employment certificates relating to professional experience; the application files bearing the mention “Application for the position of ………………………………………. will be received no later than July 19, 2023 at 5 p.m. at the following email address: *** camrecruitments@internationalmedicalcorps.org
NB: Only pre-selected candidates will be contacted
For the Director and by delegation, the Human Resources Coordinator
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