JOB DESCRIPTION

Project Description

Meeting Targets and Maintaining Epidemic Control (EpiC), a global project funded by the U.S Government and the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR), that provides strategic technical assistance and direct service delivery to achieve HIV epidemic control among all at-risk populations; strengthen global health security (GHS), including outbreak response; expand tuberculosis detection and treatment (TB), improve maternal and child health (MCH), address malaria; and promote health systems strengthening (HSS) including supply chain management.

In Haiti, EpiC will work to restart and deliver critical lifesaving activities to contain the spread of new HIV infections and sustain lifesaving support to PLHIV, including prevention services/PrEP for pregnant and breastfeeding women, the prevention of mother to child transmission of HIV, HIV case identification, HIV care and treatment, TB/HIV, the management of advanced HIV disease, and health information management. All activities will be closely coordinated with the National AIDS Control Program (PNLS), the National Public Health Laboratory (LNSP) and the department level health directorates.

Position Summary

Under the supervision of the Associate Director for Finance & Operations, this position is responsible for leading administrative tasks and supporting human resources management. S/he will perform a variety of administration and office support duties including records management, summarizing information and notes taking, supplies management and support with procurement of goods and services. S/he will ensure the project is operationally effective and efficient, while complying with FHI 360 policies and donor rules and regulations. The successful candidate will also partner with senior project management to identify staffing needs, will oversee recruitment steps following both FHI 360 and Haitian labor law, organize onboarding, maintain all HR files, and be the primary point of contact for all HR aspects.

The position will be based in Port-au-Prince, Haiti and work out of the FHI 360 Country office. Preference is for Haitian national candidates.

Key responsibilities

Administration

• Support the upkeep, rehabilitation, and maintenance of FHI 360 EpiC Haiti offices, including the physical structure of the building, all mechanical, electrical, and related equipment in accordance with energy conservation and preventive maintenance programs.

• Prepare and present periodic management reports on operating costs related to facility maintenance, travel, fleet management, and related utilities.

• Prepare and present management information reports on the operational efficiency and service levels of contractors providing maintenance, janitorial, catering, and security services.

• Plan and execute office space allocation in consultation with the supervisor and senior management.

• Maintain and monitor inventory/stock of all office equipment, furniture, and accessories, and coordinate inventory records for outside offices, request replacements or new supplies.

• Be the primary point of contact for vendors and other current and potential service providers

• May supervise junior level administrative staff

Human Resources

• Ensure that the country adheres to FHI 360 employment standards, HR policies, and policies and procedures

• Support the development of personnel guidelines in close collaboration with country, regional, and headquarters HR and manage and implement personnel policies and procedures.

• Support the recruitment, selection, and onboarding of all employees.

• Maintain and prepare all personnel files, ensuring that all information on each staff member is up to date, accurate, and filed.

• Prepare and disseminate internal and external publications on job vacancies and liaise with candidates and management at various stages of the recruitment process.

• Initiate and follow up on reference checks, ensuring that other background checks are carried out.

• Update information on all staff members and manage different types of employment contracts.

• Support the administration of benefits and compensation for staff in the DRC office.

• Advise and counsel staff on personal and professional issues, including providing guidance and direction to management and employees on human resources-related matters.

• Work with staff and management to facilitate staff development and training opportunities.

• Communicate and ensure compliance and consistency with office practices and policies and adherence to all employment-related laws.

Perform any other related duties/responsibilities that may be assigned.

Knowledge and skills

• Knowledge and experience in Haitien labor law, compensation, benefits administration, organizational planning and development, employee relations, safety, training and development, and office administration.

• Must have good computer skills in Microsoft Office applications and HRIS programs.

• Must be accurate and efficient, high energy, comfortable and able to execute multifaceted projects in conjunction with daily activities.

• Strong oral and written communication skills. Superior interpersonal and coaching skills, including patience and the ability to work well with staff at all levels.

• Demonstrated practice of a high level of confidentiality and excellent organizational skills.

• Demonstrated ability to participate successfully in senior management teams that provide leadership and strategic direction.

• Excellent analytical skills and good reasoning and judgment.

• Proven proactive skills in identifying cost savings, cost efficiencies, and opportunities for improvement.

• Ability to develop effective work plans and priorities to achieve business objectives.

• Ability to manage tight deadlines and deliver large volumes of work with minimal or no supervision.

• Superior public relations and diplomacy skills and experience.

• Excellent critical thinking and problem-solving skills to plan, organize, and manage resources to complete projects

• Experience motivating, influencing, and collaborating with others.

• Fluency in French, Haitian Creole required. Advanced English is prefered.

Education & Experience

Associate degree or international equivalent in business administration or related field required. BS/BA preferred.

Additional relevant professional/management certifications are preferred.

At least five years of relevant experience in administrative roles, including experience with procurement and supply management, office management, and clerical tasks.

Demonstrated experience supporting HR functions.

Experience working with Haitien and international NGOs is preferred, together with understanding of donors’ regulations.

Experience must reflect the knowledge, skills, and abilities listed above.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email [email protected].

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements