HR and Administration Officer – Udruženje mreža za izgradnju mira

(Sarajevo)

Position: Human Resources and Administration Officer / full-time

Starting date: ASAP

Duration: 12 months with possibility of extension (including 3 months’ probation period)

Country Programme: Bosnia and Herzegovina (BiH)

Base: Sarajevo

Line Manager: Regional HR Coordinator for Western Balkans

Please note his position is open for citizens of BiH or those with valid work permits.

About the Western Balkans Programme of People in Need

People in Need (PIN) started working in former Yugoslavia in the early 1990s to deliver humanitarian aid and has remained in the region since to support the region’s social and economic reconstruction and development. Since the late 2000s, PIN has been working with local organizations to promote social inclusion and good governance at the local level. More information is available on PIN’s website www.peopleinneed.net.

About the role

People in Need (PIN) mission in Bosnia and Herzegovina (BiH) consists of two offices in Mostar and Sarajevo.

In August 2021, PIN launched a new project titled “Mostar” to improve the use of public space and public discourse in the City of Mostar. PIN is leading a consortium of international and local organizations that includes Everyday Peace Indicators, LDA Mostar, OKC Abrasevic, and Nesto Vise to implement the 36-month long project.

Currently, PIN is implementing two multi-annual projects from the Sarajevo office, both funded through Czech Development Cooperation Program.

My Work – economic opportunities for people with disabilities (PwD) was launched in late 2020. It is focused on social inclusion of PwD through their inclusion in open labor market and advocacy for systemic measures that will improve their prospect to exercise their right to employment and generally, to contribute to improvement of status of PwD in BiH.

In mid-2021, PIN launched a 2-year long project contributing to effective waste reduction in the Sarajevo Canton by improving solid waste management, and by contributing to the development of reasonable, transparent and accountable relevant institutions.

PIN is looking for officer who will support BiH mission in coordination with Regional HR Coordinator for Western Balkans, Head of Systems and Operations and Logistics and Procurement Officer in the day-to-day implementation of HR processes and administration tasks related to project implementation, travel and guests’ arrangements.

Duties and Responsibilities

  • In cooperation with Regional HR Coordinator for Balkans (RHRC) and Head of Systems and Operations (HoSO), supports HR processes such as recruitment, induction, evaluation, capacity building, etc.
  • Drafts employment contracts and amendments to contracts; monitor the end dates of contracts according to the inputs received from RHRC.
  • Ensures that all employee contracts and amendments and all relevant documents are signed by both parties, uploaded to internal systems: ELO and/or Navision and hard copies filed as per local law and PIN regulations, respecting data protection law.
  • Ensures that all staff are registered/ deregistered with relevant local intuitions.
  • In cooperation with RHRC, prepares advertisements, maintains job postings, pre-selects receive relevant information and communicates with the candidates and their references during the selection process.
  • Ensures that staff attendance is recorded and monthly timesheets are prepared, signed and accurate data are provided to payroll accountants on monthly basis for salary calculation. 
  • Maintains and updates database of all employees in Human Resources Information System (HRIS). Initiates HRIS workflows when needed.
  • Supports RHRC in induction process of new employees including briefing into HR procedures.
  • Provides administrative support in employees personnel issues, store relevant information and ensures discretion.
  • Supports RCHC in coordination of staff performance evaluation.
  • Supports RCHC and HoSO in preparing annual capacity building plan.
  • In coordination with lawyer, supports obtaining visa, work and resident permits; certifies necessary documents at notary office and provides other administrative support to expatriate employees.
  • Prepares of contracts for operations purposes, timely posting, approval, archiving in ELO and filling of hard-copies.
  • Checks Business travel requests (BTR), all other documents (leaves, travel documents) necessary for bookkeeping agency.
  • Timely creates and starts Purchase Form Request for logistics, in coordination with operations team.
  • Maintains office hard-copies archive of administrative documents.
  • Keeps contact with bookkeeping agency related to service contracts, invoices, taxes.
  • Scans and translates into English all invoices and send them to finance staff for payment.
  • Prepares various administrative documents upon need (for Tax admin office, Ministry, Foreign service, etc.)
  • Supports Logistics and Procurement Officer in logistics tasks related to:

–  tracking staff movement, and preparation of monthly Logbook analysis.

– ensuring compliance with PIN RDD Travel Policy;

– arranging transportation for employees (taxi service, car rentals, bus and train tickets);

– arranging air travel and support to colleagues in case of lost/damaged luggage, arranging cargo, or clearing customs.

– arranging of guests’ arrivals and departures including airport transfers, accommodation, SIM cards, public transportation tickets, contact lists, etc.

Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)

  • Carry out the duties in accordance with the PIN Code of Conduct and Key policies 
  • Participates in training and awareness raising (CoC and KP, Safeguarding, etc.) and disseminates these trainings internally.
  • Contributes to a fulfilling and protective environment. 

Suitable candidates for this position should possess:

  • Minimum 2 years of relevant experience at a similar level of responsibilities.
  • University degree preferable.
  • Experience of working within a humanitarian and/or development organization (NGO) will be an advantage.
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Strong organizational and planning skills.
  • Teamwork skills.
  • Excellent communication skills, including fluent spoken and written English.
  • Good knowledge of Excel.

People in Need offers:

  • Working environment in a well-established and growing humanitarian and development organization.
  • Salary and benefits according to PIN BiH Salary Scale and HR policies.
  • 25 days of paid leave annually.
  • Accident and travel insurance and free medical helpdesk.
  • E-learning courses, webinars, training possibilities.

Are you interested in this position? Send us your CV and short cover letter in English via this application form. Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need Code of Conduct and Key Policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

www.mreza-mira.net

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