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Scope of the Role:
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Under the supervision of the Finance and Administration Director, the Human Resources and Logistics Officer will be responsible for ensuring efficient and effective management of human resources and logistics functions for the country office. The Human Resources and Logistics Officer will lead on recruitment, induction, performance management and contracting. In addition, the Officer will lead on the country office’s logistical requirements including fleet management, asset management and procurement.
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Key Duties & Responsibilities:
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- To lead Trócaire’s human resources function including recruitment, induction, performance management and contracting.
- To lead Trócaire’s logistics function including fleet management, asset management and procurement.
In particular this role will involve the following components:
Recruitment and Induction (10%)
- Provide guidance and support in delivering upon Trócaire’s approach to recruitment and selection.
- Coordinate all aspects of the recruitment and selection process for national posts including advertisements, shortlisting, interviews, correspondence, offers, references and contracting.
- Lead on the formation and delivery of an induction process for all new staff.
- Promote equality and diversity in recruitment and selection processes and within the work place.
Policy, Advice and Compliance (30%)
- Assist the Finance and Administration Director in the development and review of a human resource policy, manual and processes.
- Provide updates and guidance to all staff on probation, line management, performance management, entitlements and contracting.
- Oversee provision and management of life assurance and health insurance for all staff, in line with Trócaire’s human resources policy.
- Ensure an up-to-date record is maintained of all human resource files including recruitment, induction, performance, entitlements, leaves/allowances and training and maintain Trócaire’s Human Resources Information System (HR Agresso).
- Provide relevant documentation and workings to the finance function including salaries, benefits, deductions and statutory payments (such as EOBI).
- Liaise with external parties such as HR Forum, other INGO and EOBI on government legislation and compliance issues affecting Trócaire and ensure dissemination of such information to senior management and staff in a timely manner.
- Advise and monitor on staff performance management and capacity development plans.
Logistics (60%)
- Provide guidance and updates to all staff on logistic policy and processes.
- Manage the daily procurement needs of the country office including quotes, evaluations, contracting and receipts of good/services in line with Trócaire and donor rules.
- Manage the daily supply/service needs of the country office including booking and processing payments for transport, flights, food, accommodation and specialist supplies/services.
- Manage vehicle log sheets and process donor allocations and fuel and maintenance requests.
- Facilitate staff and visitor entry and work visas.
- Prepare draft purchase orders/contracts for management approval.
- Provide relevant documentation for finance and ensure timely processing of payments to suppliers/service providers.
- Conduct annual suppliers/service providers review.
- Manage relationship with insurance provider covering health, life, burglary, cash in safe/transit and vehicles.
Safeguarding Programme Participants
- Ensure that recruitment processes align with Trócaire’s safeguarding commitments including ‘communicating our commitment’ and ‘recruiting people of integrity’.
- Ensure that procurement processes align with Trócaire’s safeguarding and human rights commitments including ethical and sustainable supply chains.
- Support Trócaire to communicate and deliver upon its commitment to safeguarding programme participants, particularly among partner organisations.
- Responsible for receiving, documenting and processing complaints regarding Trócaire’s operations.
Other
- Provide required finance and administrative support to Trócaire and partners as part of a humanitarian response.
- Undertake any other responsibilities assigned by management.
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