• Tirane, ofroj vend pune Regional HR and Administration Manager Albania & Kosovo

Vacancy Announcement: Regional HR and Administration Manager Albania & Kosovo


Terre des hommes Albania & Kosovo (Tdh AL & KS) is seeking to recruit a Regional Human Resourses and Administration Manager.


General conditions: Local staff, full-time contract
Tentative start date: 01 July 2017
Duration of the contract: open contract, three months’ probation time
Place of duty: Tirana office and Pristina office


BACKGROUND:


Terre des hommes Mission in Albania and Kosovo is a non-profit making organization that has been operating for over 15 years in the field of child rights and child protection, leading the establishment and strengthening of a national child protection system in Albania and Kosovo. Terre des hommes’ area of expertise ranges from direct psycho-social interventions with vulnerable children and their family and community members, to empowerment of local, regional and national level governmental institutions and key stakeholders through capacity-building and on-the-job training in order to develop and implement proper child-sensitive structures, policies, standards and procedures. Terre des hommes has also worked to mainstream child rights and child protection issues in the social policies and strategies of the Central government through lobbying and advocacy work.


PURPOSE OF POSITION:


The purpose of this position is to ensure efficient and safe operation of Tdh office including management and development of Human Resources, maintenance and supervision of procurement, administrative and transportation systems and liaison with local authorities in Albania and Kosovo. Maintain and develop administrative systems that best suit the needs.


JOB DESCRIPTION:


  1. Human Resources:

  • Collaborate with the Regional Finance and Admin Manager (RAFM) and Program Managers (PMs) to ensure that the support services teams/functions serve the mission of Tdh AL & KS;
  • Supervise directly, empower and motivate administration staff.
  • Provide input and facilitate implementation of Tdh AL&KS and other strategies that involve Administration, Procurement, HR and IT offer input to overall Tdh AL&KS strategy/strategic plan;
  • Provide constant coaching to direct reports by identifying their strengths and areas of growth as measured by close monitoring of their performance;
  • Provide the RFAM with an outlined process of performance evaluation/appraisal review on mid - term and annual basis developed in collaboration with staff and Project Managers.
  • Develop a performance appraisal tool that ensures ongoing constructive ‘Supervisor – direct report’ dialogue and objective measurement of performance based on measurable set objectives for departments and individual staff members;
  • Develop HRIS (human resources information system) that will ensure maintenance and regular updates of records for National and International Staff serving in Tdh AL & KS, ensuring full compliance with Tdh internal and HQ HR policies and guidelines and local Labor Laws in Albania and Kosovo;
  • Carry out as needed orientation for new National and International Staff and visitors upon arrival;
  • Carries on employment advertisements, applicants’ sourcing, screening and interviews, ensuring employment of talent for vacant positions in Tdh AL & KS;
  • Develop a collaborative process for reviewing and updating the Tdh AL & KS staff manual ensuring that staff contributes to reviews and the contracted Lawyer ensures alignment with local laws;
  • Ensure that all staff has an employment contract in place, signed before starting the work and in compliance with country legislation
  • Ensure maintenance of personnel filing system including documents (employment contracts, internal regulations, various leave forms, performance evaluation/appraisals forms, Child Protections and other HR policy/procedure related documents;
  • Makes sure all disciplinary actions are carried out according to procedures and the documentation is filed;
  • Prepares employee separation notices and related documentation and conducts exit interviews to determine reasons behind separations;
  • Updates employee files to document personnel actions and to provide information for payroll and other uses;
  • Makes concerted efforts with RFAM and PMs in identifying staff development needs and establishing staff training program (CB) that will support and encourage staff in the current positions for having a better performance;
  • Ensure Visa/work permits for staff/visitors and the carries correspondence with Embassies and local Labor and Social/Health Insurance offices;
  • Update and share to managers the monthly organizational chart;
  • Updates the Child Protection Policy and guarantees its implementation and training with Advocacy Officer.
  • Perform other relevant tasks as per Tdh needs.


  1. Development and Maintenance of Administration Systems:

  • Under the guidance of RFAM, develop, maintain and implement administrative systems for efficient functioning of Tdh AL&KS;
  • Facilitates the management process of Administration Team, delegating day to day management to Logistics and IT;


  1. Procurement and Contracting Activities:

  • Supervise directly established procedures relative to inventories, procurement, vehicle maintenance and use, computer maintenance, etc. and proposes updates as necessary;
  • Advise, train and monitor the responsible staff in Tdh AL & KS on administrative and procurement procedures;
  • Ensure timely contracting process for all supplies, goods and services as per program and administration needs


  1. Tdh AL & KS Logistics and Vehicles:

  • Direct collaboration with Logistic/Drivers responsible for all matters related to logistics, and vehicle management and maintenance in line with relevant policy.
  • Analyze and supervise Tdh AL & KS vehicle costs: maintenance, fuel etc on monthly basis.
  • Ensure monitoring of logistic/drivers in performing all requested tasks and duties as far as concern documenting of fuel use, logbook update, annual vehicle taxes payment, routine and annual control of the vehicles, maintenance of the vehicles etc



  1. Office Operation and Maintenance:


  • Supervise directly and manage office support services including secretarial, data processing, transportation and housing;
  • Supervise procurement of office supplies and equipment maintenance;
  • Supervise operation of advances for office expenses. Ensure reconciliation with the finance department;
  • Supervise the arrangements: for visas; transportations; hotel bookings; in the most efficient and economic travel routes both for Tdh AL & KS visitors and staff on international travel;
  • Supervise coordination of accommodation needs of Tdh international staff and visitors including landlord-tenants contracts;
  • Ensure Tdh office security procedures are adequate;
  • Develop and manage administration budget and provide regular finance reports on administration operations;
  • Overview office charges and payment of relevant office maintenance bills;
  • Supervise processing of telephone and logbooks expenses for financial reconciliation;


Requirements and Qualifications:


  • University degree in human resources, social sciences, business administration, management or other related field;
  • Minimum 7 years of experience in human resources, administration and logistic with at least 3 years in management level responsibility;
  • Regular travel to Albania & Kosovo and flexibility to travel
  • Excellent written and spoken English;
  • Strong organizational, planning, prioritizing and administrative skills; ability to self-direct in a fast-paced, multi-task environment;
  • Credible professional with strong interpersonal skills and ability to build effective relationships at all levels of the organization;
  • Strong problem solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses;
  • Strong leadership competency including demonstrated project management, facilitation and influencing skills;
  • High level of integrity with a strong sense of urgency and results-orientation;
  • High degree of confidentiality;
  • Proven record of good knowledge of the laws of at least one country, Albania or Kosovo; while some knowledge of the other;
  • Results-oriented and problem-solving skills;
  • Valid driving license


To apply:

Qualified applicants are encouraged to submit their CV, motivation letter, copy of university diploma, copy of ID card and 2 professional references to recruitment@tdhalbania.org by June 07, 2017. Please include “Regional HR & Administration Manager” application and your full name in the subject line.

Child Safeguarding policy:

To commit to respect Tdh Risk Management Policies including: Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy.


Due to the high numbers of applications, Tdh is not in a position to respond to everyone individually. Please note that only short-listed candidates will be contacted.
 


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