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Administrative and HR Assistant

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Project Management
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International Development Group
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210TC Requisition #

Job Summary:

Act to End Neglected Tropical Diseases (NTDs) | East is a five-year project funded by the U.S. Agency for International Development (USAID) that helps national NTD control programs for the control and elimination of five targeted NTDs: lymphatic filariasis, onchocerciasis, schistosomiasis, soil-transmitted helminths, and trachoma. RTI seeks an Administration & Human Resources Assistant to provide operational support to the project activities for the Act to End NTDs | East Haiti program. The Admin & HR Assistant will support the Finance & Operations Manager with the day-to-day administration and human resources activities affecting all staff and offices within the program. The position requires interpretation and application of HR and Admin policies; rules and regulations; facilitation and implementation of internal procedures, processes, and systems.

Essential Duties:

Human Resources Responsibilities:

  • Support the Finance & Operations Manager with the review, dissemination, and ensuring full compliance of HR policy guidelines and country employee handbooks in tandem with local labor laws, client rules and regulations, RTI policies, values, ethics, procedures and strategies, effective implementation of the internal control framework and proper functioning of the HR policy framework.
  • Disseminate HR communication, priorities, and allocated tasks; and ensure strict adherence to procedures in the area of selection and recruitment of temporary and longer-term staff.
  • Support recruitment processes through the provision of input to short-listing process, screening of candidates, setting up and participation in interview panels including documentation processing for offers and deployment.
  • With the RTI Regional Office HR team and the Finance & Operations Manager, maintain HR (including non-personnel) files; track and compile project leave schedules, accounting for all staff absence by receiving and filing PTO authorizations; performing the functions of absence monitoring and recording; advise staff on their leave entitlements.
  • Coordinate preparation of LN contracts through timely preparation and submission of Employment Administration requests (e.g. personnel action forms and offer request memos).
  • Ensure deadlines for documentation and analyses of staff performance are met.
  • Assist the Finance & Operations Manager in fostering of project staff learning initiatives with consultation with RTI Regional Office HR, recommending and enrolling project staff in short-term courses that are beneficial to the project, and in accordance RTI University course availability and individual learning plans.
  • Support the Finance & Operations Manager with orientation and induction of staff, provide information to staff members on their employment conditions and entitlements, including on-entry briefings.
  • Help organize recruitment activities and ensure they are documented according to RTI standards.
  • Support on-boarding process for new staff and enrollments in benefits.
  • Help coordinate annual staff appraisal process, share best practices regarding this activity, and ensures quality results are met on time.
  • Supports Finance & Operations Manager with coordinating activities and works in strong partnership with Regional HR staff and other in-country HR staff as needed.
  • Perform other duties as needed.

Administration Responsibilities:

  • Oversees “front-office” activities including reception, office supplies, service contracts for office cleaning/maintenance, etc.
  • Maintain the agenda of the COP.
  • Maintains staff contact list, org chart, and safety and security phone tree.
  • Maintains hotel list and ensures bookings for staff are confirmed prior to travel.
  • Coordinates logistics for visitors – hotel bookings, transport, etc.
  • Maintains program’s safety and security resources and helps build staff capacity around safety and security.
  • Reviews weekly meeting notes and disseminates to staff in a timely manner.
  • Develops and maintains system for booking office meeting rooms.
  • Manage the project and office diaries of the events, including major meetings, workshops, seminars, visits, retreats etc. and maintain the calendar of program planned activities.
  • Assist in the preparation of agendas for staff and technical meetings, document minutes and disseminate accordingly.
  • Write any letters needed by the COP and other staff as external communication.
  • In liaison with the other project manager to oversee the organization of all travel and hotel arrangements for staff and consultants as well as those of participants attending program activities, while ensuring adequate compliance with RTI and/or USAID regulations.
  • Organize, coordinate, liaise and communicate with external partners and institutions for holding of workshops, seminars and meetings and in keeping all partners informed.
  • Liaise with service providers to organize meetings and workshops ensuring that all logistic aspects are adequately addressed including the reproduction and compilation of necessary materials.
  • Maintain an effective office country filing system, order and replenish office, kitchen and stationery supplies and manage the flow of documents between Envision project and external partners. 
  • Coordinate with COP and the Finance to review invoices and DA1 forms, project / office / field office expenses for a timely submission according to policy and procedures.
  • Coordinate with Accountant and Procurement & Logistics Officer to process procurement requests and to maintain office inventory ensuring adequate compliance with RTI and/or USAID rules and regulations.
  • Perform other duties, as needed.

Qualifications and Experience

  • Master’s degree or bachelor’s degree and 1 year of experience or equivalent combination of education and experience

Skills & Abilities

  • Excellent knowledge of MS Word, Outlook, PowerPoint, Excel
  • Ability to multi-task
  • Ability to work well with others.
  • Ability to listen and communicate well both verbally and in writing.
  • Ability to work independently.
  • Attention to detail and accuracy.
  • Demonstrates commitment to RTI’s mission, vision, and values

To apply, please email your CV/resume.  English language CVs are preferred.  Due to the high volume of applications received, we will only contact applicants who are being considered.  Thank you for your understanding.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.


As a global employer of choice, RTI is committed to equity, diversity, inclusion and belonging in the workplace and the communities and markets where we serve our mission. We value diversity of thought, culture, background and perspective and welcome applicants without regard to race, color, religion, sex, age, marital status, sexual orientation, gender identity, national origin, creed, citizenship status, disability, veteran status, or any other classification protected by applicable discrimination laws or RTI policy.


We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. Further information is available here.


Ethics Notice: No one at RTI may ever demand payment for anything of value in exchange for anything related to the hiring process (including, for example, for applying for, interviewing for, or receiving any offer of employment).  If any such request is made, please report this request confidentially to RTI’s Ethics office at HRethics@rti.org.  Any payment made will disqualify any applicant from future employment at RTI.  Please only use the HRethics@rti.org email address to report ethics concerns; any job applications sent to this email address will not be processed.


RTI International is an independent, nonprofit research institute dedicated to improving the human condition. Clients rely on us to answer questions that demand an objective and multidisciplinary approach—one that integrates expertise across the social and laboratory sciences, engineering, and international development. We believe in the promise of science, and we are inspired every day to deliver on that promise for the good of people, communities, and businesses around the world. For more information, visit www.rti.org.



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