Project Description
Meeting Targets and Maintaining Epidemic Control (EpiC), a global project funded by the U.S Government and the U.S. Presidentโs 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
โข 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.
โข Prepare and present periodic management reports on operating costs related to facility maintenance, travel, fleet management, and related utilities.
โข Prepare and present management information reports on the operational efficiency and service levels of contractors providing maintenance, janitorial, catering, and security services.
โข Plan and execute office space allocation in consultation with the supervisor and senior management.
โข Maintain and monitor inventory/stock of all office equipment, furniture, and accessories, and coordinate inventory records for outside offices, request replacements or new supplies.
โข Be the primary point of contact for vendors and other current and potential service providers
โข May supervise junior level administrative staff
Human Resources
โข Ensure that the country adheres to FHI 360 employment standards, HR policies, and policies and procedures
โข Support the development of personnel guidelines in close collaboration with country, regional, and headquarters HR and manage and implement personnel policies and procedures.
โข Support the recruitment, selection, and onboarding of all employees.
โข Maintain and prepare all personnel files, ensuring that all information on each staff member is up to date, accurate, and filed.
โข Prepare and disseminate internal and external publications on job vacancies and liaise with candidates and management at various stages of the recruitment process.
โข Initiate and follow up on reference checks, ensuring that other background checks are carried out.
โข Update information on all staff members and manage different types of employment contracts.
โข Support the administration of benefits and compensation for staff in the DRC office.
โข Advise and counsel staff on personal and professional issues, including providing guidance and direction to management and employees on human resources-related matters.
โข Work with staff and management to facilitate staff development and training opportunities.
โข 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
โข Knowledge and experience in Haitien labor law, compensation, benefits administration, organizational planning and development, employee relations, safety, training and development, and office administration.
โข Must have good computer skills in Microsoft Office applications and HRIS programs.
โข Must be accurate and efficient, high energy, comfortable and able to execute multifaceted projects in conjunction with daily activities.