ROLE OFFICE ADMINISTRATOR with translation capabilities
PROGRAMME DMT HAITI PROGRAMME
LOCATION PORT AU PRINCE
DATE REVIEWED APRIL 2010


Part 1: Job Description

MAIN PURPOSE OF JOB:

To assist the Human Resources Manager with the day to day running of the Port au Prince office including managing the domestic staff (cleaners/cooks), taking responsibility for the care and upkeep of the Tearfund premises and ensuring travel/accommodation arrangements are managed to a high standard. Occasional travel to field sites will also be required.


LINE MANAGEMENT/POSITION IN ORGANISATION

DMT grade: B2
Line Manager: HR Manager
Subordinate staff: Cooks and Cleaners
Co-workers: Senior Management, Logistics, Finance & HR
Acting up: Acting up in the absence of HRM & HRO

KEY ACTIVITY AREAS

Team Leadership / Management:
• Manage the day to day running of the Port au Prince office
• Lead and manage cleaners and cooks at the office and guesthouse encouraging effective teamwork through supervision, guidance and mentoring
• Facilitate weekly Port au Prince staff meetings
• Facilitate monthly cleaners/cooks staff meetings and report back to HRO/HRM any concerns or requests
• Implement effective performance management for all direct staff. This includes: Briefing, induction, giving regular feedback, conducting probation reviews and six-monthly performance appraisals and, in consultation with the HRM, implementing Tearfund’s disciplinary procedures.
• Encourage the personal development of direct staff (including developing constructing personal development plans and the identification of training needs)
• Translate for house staff to ensure that they understand and are represented

Administration:
• As the Office Administrator will be the first point of call for visitors to the Tearfund office, ensure that you represent Tearfund in a professional manner at all times
• Ensuring the office is kept tidy and presentable and suggesting any improvement to HRM / HRO
• Ensure accurate paperwork is maintained and filing is done on a regular basis using an organised system
• Manage the guesthouse, including ensuring there is a supply of food and cleaning items available at all times
• Responsible for working with the cooks to create a menu and buy the food for the week, ensuring that food is appropriate and not unnecessarily wasted
• Organise regular social events for staff, within an agreed budget
• Ensure that your direct staff’s timesheets are accurate before authorising payroll
• In coordination with the HRO, oversee flight bookings ensuring a good system is developed
• Working with logistics staff and drivers to organise airport pick-ups
• Manage a monthly staff award, including receiving nominations and organising certificates and presentation
• Provide cover for the Human Resources department, as agreed, when required
• Ensuring travel and accommodation arrangements are accurate, timely and cost effective

Finance:
• Verify receipts for staff meals and functions and assist the HRO in identifying and investigating potentially fraudulent transactions
• Conduct regular food basket surveys in Port au Prince to aid cost of living assessments
• Authorise and take responsibility for financial transactions up to the authorisation limit of your position as defined by Tearfund policy

Other:
• Advise the HRO/HRM on any areas of concern that could affect Tearfund staff, assets or programme activities
• Assist the logistics department with stock takes and asset register updates in the PaP office and guest house
• Assist in translation between national and international staff
• Any other tasks as requested and authorised by senior management staff

PART 2 - PERSON SPECIFICATION

JOB TITLE: OFFICE ADMINISTRATOR
ESSENTIAL DESIRABLE
EDUCATION/
QUALIFICATIONS • Degree Level
• Fluent in French, Creole(speaking, reading, writing) and English • Business Administration studies
EXPERIENCE • At least 2 years working in a finance, HR or administration field • Staff management experience
• Experience within the NGO field
SKILLS/ABILITIES • Ability to communicate efficiently and effectively (verbal and written) in English, French and Creole
• Strong organisational skills, ability to prioritise and attention to detail
• Problem solving approach to work
• Ability and desire to develop individuals within a team
• Working knowledge in Microsoft Office, including Word, Excel and Outlook
• Ability to use initiative and to work well without direct supervision
• Ability to make appropriate decisions and be adaptable when needed
• Well developed interpersonal and team skills and ability to be flexible in demanding situations
• Ability to translate formal letters into English
• Ability to translate office notices into French and Creole
• Ability to undertake verbal translation for interviews etc…
PERSONAL QUALITIES • Responsible and energetic
• A committed, supportive and flexible team player
• Mature and trustworthy
• Motivated
• Presentable appearance
• Ability to remain calm under pressure
• Willingness to travel and spend time in the field

OTHER:
This position involves management, supervision and mentoring of staff some of whom have limited experience in their role.

INFORMATION FOR APPLICANTS
• Tearfund seek as an organisation to be committed to Christ in all we are and all we do.
• Staff members need to be committed to Tearfund’s ethos of professional excellence and spiritual passion.
• It is important that we are committed to relationships by following biblical principles and showing integrity in our dealings with each other.
• We seek as an organisation to be obedient to biblical teaching and evaluate our work and attitudes in line with biblical principles.
• An essential part of our working life is praying together as an organisation and as teams on a regular basis.
• All staff also take part in devotions, away days and retreats
• The post holder will, at all times, carry out his/her responsibilities with the utmost respect for the protection of children in accordance with Tearfund’s Child Protection Policy and conduct other duties as agreed with their line manager.

Post is based in Port au Prince. Occasional travel to field sites will also be required.

Resume, Motivation letter, copies of diplomas, certificates, former work certificates, (2)photograhs

Candidates must speak and write French, Creole and English. This post requires oral and written translation capabilities

2010-08-31