A. Human Resources Responsibilities
Recruitment & Onboarding
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- Manage the full recruitment cycle: job descriptions, job postings, candidate sourcing, written tests, interviews, and hiring processes.
- Coordinate new employee onboarding, including contracts, orientation, and training.
- Update the recruitment tracker biweekly and share with capital office
- Prepare monthly standby staff list, staff reserve pool, organigram
- welcomes new staff, introduces Acted values, and outlines key policies.
Employee Relations & Welfare
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- Act as a point of contact for employee concerns and resolve workplace issues with base manager consultation
- Promote positive employee relations and foster a productive work environment.
- Support staff welfare, including health and safety, benefits, and leave management.
Contract Management
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- Notify HR country office of end-of-contract dates and upcoming contract renewal one-month notice and inform supervisors accordingly.
- Check staff monthly time sheets and make sure there are no mistakes before scanning and filling them into Staff files.
- Follow SRR (Staff Requisition Request) and MEMO with capital HRD and onboarding staff
Payroll Management
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- Prepare and submit the HRIS/ HOMERE reports to Capital HRD by the 20th of each month.
- Report any and reflect hiring and dismissal plans in HRIS System (HOMERE)
Capacity Building Responsibilities
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- Assess staff training needs through surveys and performance reviews.
- Organize internal training sessions and workshops for base staff including (CoC, PSEAH)
- Monitor and evaluate training effectiveness using feedback and KPIs.
- Promote a culture of continuous learning and maintain training records
Performance Management
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- Administer the performance review process and assist managers with appraisals.
- Identify staff development needs and support professional growth through training programs with Learning and Development Officer support.
Compensation & Benefits
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- Oversee payroll, maintain employee records, and manage benefits administration.
- Ensure that salary and benefit policies are competitive and aligned with organizational standards.
Compliance & Policy Development
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- Ensure compliance with local labor laws, workplace regulations, and company policies.
- Draft, update, and enforce HR policies, ensuring staff are well-informed and adhere to organizational procedures.
Document Management
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- Maintain proper documentation and filing systems, ensuring timely access to necessary information.
- Manage organizational databases and HR information systems (HRIS) and Archive 2.0
B. Administration Responsibilities
Office Administration
Office Operations & Facility Management
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- Oversee day-to-day office operations, including office supplies, facility management, and equipment maintenance.
- Manage the organization’s guesthouse operations to ensure proper standards and functionality.
Logistics & Event Coordination
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- Coordinate logistics for meetings, workshops, events, and staff activities.
- Manage food arrangements in line with the approved food memo.
Project & Reporting Support
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- Support project registration at the provincial level and ensure timely follow-up with relevant authorities.
- Follow up on quarterly reports, annual reports, and project completion certificates in coordination with relevant departments.
Documentation & Filing
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- Maintain proper filing of project-related and administrative documents.
- File and manage premises contracts, guesthouse contracts, and other administrative agreements.
- Manage incoming correspondence addressed to Acted and ensure proper dispatch of outgoing letters.
Kitchen Management
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- Meal Planning for an Office Kitchen.
- Daily cleaning checklist: Wipe surfaces, empty bins, sanitize handles.
- Separate raw and cooked foods Even in a shared fridge.
- Regular fridge audits: Weekly checks to discard expired items.
- Train staff: Basic hygiene and food handling rules.
Travel & Logistics Coordination
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- Oversee travel arrangements for staff, including ticketing, accommodation, and transportation.
- Ensure compliance with travel policies and manage logistics for official trips.
Health & Safety
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- Ensure the office complies with health and safety regulations.
- Conduct regular health and safety inspections and facilitate necessary staff training.
Contract Management
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- Liaise with service providers, suppliers, and contractors for office services and utilities.
- Negotiate and manage contracts for office supplies, facility maintenance, and other services.
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Standard PSEAH blurbs for job advertisement:
Acted has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and strives to recruit those who share our values.
All candidates will be subject to a pre-employment check that includes satisfactory references, screening, and criminal checks in line with legal requirements.
All candidates who have been offered a position will sign and respect Acted’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behavior outlined in those documents.
Managers will have a special responsibility to foster a safe environment.
Misconduct can lead to serious disciplinary sanctions.