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 Office Coordinator to provide operational support to the project activities for the Act to End NTDs | East Haiti program. The Office Coordinator will support the Finance & Operations Manager with the day-to-day administration and human resources activities affecting all staff and offices within the program, as well as provide limited administrative support to the Procurement Manager. The position requires interpretation and application of HR and Admin policies; rules and regulations; and 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 long-term staff.
· Support recruitment processes by creating candidate short-lists, screening candidates, setting up and participating in interview panels, processing offers, and orienting new hires.
· 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 project staff learning initiatives in consultation with RTI Regional Office HR, recommending and enrolling project staff in short-term courses that are beneficial to the project, and in accordance with 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 the annual staff appraisal process, share recommended practices regarding this activity, and ensures quality results are met on time.
· Support the Finance & Operations Manager with coordinating office activities and work in strong partnership with Regional HR staff and other in-country HR staff as needed.
· Perform other duties as needed
Administrative and Procurement Responsibilities:
· Oversee “front-office” activities including reception, office supplies, service contracts for office cleaning/maintenance, etc.
· Maintain the agenda of the COP.
· Maintain the staff contact list and organizational chart.
· Maintain the hotel list and ensure bookings for staff are confirmed prior to travel.
· Coordinate logistics for visitors – hotel bookings, transport, etc.
· Review weekly meeting notes and disseminate to staff in a timely manner.
· Maintain the system for booking office meeting rooms.
· Manage the project and office diaries of 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.
· Compose external communications needed by the COP and other staff.
· Organize, coordinate, liaise and communicate with external partners and institutions on workshops, seminars and meetings, and keep all partners informed.
· Support in the reproduction and compilation of necessary materials for meetings, workshops etc...
· Maintain an effective office filing system, order and replenish office, kitchen and stationery supplies and manage the flow of documents between Act East project and external partners.
· Coordinate with COP and the Finance team to review invoices and DA1 forms, project / office / field office expenses for a timely submission according to policy and procedures.
· Serve as Security Focal Point (SFP) and liaise with the Country Security Manager on a regular basis to ensure staff safety, organize safety trainings, and reinforce office security protocols.
· Serve as custodian of the Office Petty Cash, disburse Petty Cash upon receipt of requests preapproved by the Team Leader, participate in Petty Cash spot and planned count and ensure periodical replenishment of the same.
· Coordinate office communication by ensuring availability and management of internet service, office telephone and fax service, and overall management of incoming and outgoing mail.
· Manage office service contracts, including the office lease.
· Ensure constant and adequate availability of office consumables, stationery, and supplies.
· Coordinate with Technical Staff and other Support Staff to create and maintain all administrative and technical files for the office and in an orderly manner.
· Manage project assets and property, including updating Master Property Register, tracking of property movements, maintenance of all office supplies and equipment and scheduling of repairs and replacement.
· Supervise the Administrative Support Staff including the Housekeeper, the Gardeners, and the Janitor.
· Support and assist in the preparation of the annual office budget.
· Support the project team in implementing audit recommendations, to ensure compliance with national laws and project rules and regulations.
· Under the supervision of the COP & the Finance & Operations Manager, liaise with local authorities on tax withholding, labor inspection, and work insurance issues.
· Provide administrative support to the Procurement Manager, including gathering quotes, organizing review panels, receiving and storing goods, and filing and organizing paperwork.
· Perform other duties, as needed.

Qualifications and Experience
Master’s degree and 1 years of experience or Bachelor’s Degree and 3 years of experience degree or equivalent combination of education and experience
Skills & Abilities
Skills and abilities required to perform the essential job duties of this job are listed below. An addendum that clarifies additional skills and abilities for incumbents in this job may be used in addition to this description
· Excellent knowledge of MS Word, Outlook, PowerPoint, Excel
· Fluency (spoken and written) in French and English
· 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.

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.

Apply thru this link :

https://globalcareers-rtiinc.icims.com/jobs/9489/office-coordinator/job

2023-02-02