HelpAge International is a global network of not-for-profit organizations with a vision of a world where older people fulfill their potential to lead active, dignified, healthy and secure lives. With more than 70 affiliates and 300 partners across more than 50 countries the HelpAge International network brings together hundreds of organizations worldwide. HelpAge International has a secretariat with offices in London and Brussels, regional centres in Africa, East Asia/Pacific, South Asia, Latin America, the Caribbean and Central Asia, seven national programmes and a number of emergencies programmes.

HelpAge International had been operational in Haiti since 2009. Following the earthquake, HelpAge launched a substantial emergency response involving relief goods and health, livelihoods and protection support for older people and their dependents.

The programme is now in transition to a longer term recovery and development programme with a focus on risk reduction, Health and protection.

To strengthen HAI’s office in Haiti through HR and administrative support to country staff, ensuring that government legal requirements for the office and staff are met as well as provide confidential and efficient secretarial service to the Finance support Service Manager.
 To establish an office, ensuring necessary systems and routines are in place, filing is properly maintained and sufficient stationary and office equipment are available.

 Managing domestic and administration staff, generally organising domestic needs, and arranging for staff emergency medical treatment and routine transport needs.

 When necessary, deputising the Finance Support Service Manager at security meetings, NGO Co-ordination meetings, etc.

 To organize and maintain All office contractual files/filing systems, the contents of which may be sensitive, confidential or personal

 To undertake research on administrative and legal matters, as directed by his line manager and to deal with other admin and HR matters, as agreed, on an ad-hoc basis.

 Seek appropriate insurance coverage for HAI’s office premises including content insurance for theft, etc and public liability insurance.

 Ensure all staff is covered under the insurance scheme and the information is kept up to date.

 Develop and implement systems and procedures relating to office management, material and services management.

 Manage and monitor budgets for office operations, HR and administration

 Liaise with the relevant authorities for office registration, Work Permits and visa applications of expatriate staff

 Assure the operation and maintenance of all office equipment liaising with contractors and service providers to ensure efficient and cost effective serving and repairs of all equipment in the office.

 Assist in the preparation for events such as workshop, conferences, and meeting. Including booking hotel accommodation in Haiti for visitors to Haiti.

 Maintain and ensure that all administrative information is effectively filed to meet HelpAge and donor’s requirements.

 Assist and maintaining administrative procedures and systems in the office, ensuring compliance with HelpAge requirements


 Purchase stationery, office supplies and others as required by the office and work closely with the requesting department and logistic assistant in assisting the purchase process and stocking of items purchased for use and finally submit all the documents to Finance department for proper filing and future documentation.

 Follow up and take a lead in settling month bills to service providers (Example telephone bills, internet bills, electricity bill, water bills, etc) for both the office and guest house.

 Follow up and arrange monthly payment for office and guest house rent on time.


HR Management

 Support the recruitment processes and maintain updated job descriptions in coordination with respective line managers.

 Prepare job adverts and ensure agreed timescales for recruitment are followed.

 Participate in the recruitment and selection processes of job applicants, supporting and advising line managers in the selection exercises.

 Coordinate induction plans to ensure that staff is aware of HR policies and best practices relating to their employment.

 Ensure all terms and conditions and HR practices are compliant with Haitian labour law and keep the FSS manager and Country Director informed of any changes.

 Ensure that all staff is trained, understand and abide by key HelpAge policies – Code of Conduct, Protection Policy Terms & Conditions.

 Ensure that all staff contracts are up-to-date, maintain personnel files, leave and sick records.

 Take the lead in supporting line managers to implement staff performance appraisals and ensure that appropriate training is provided for managers to fulfil this task.

 Mediate and ensure that disputes between staff and/or between staff and management are resolved in a mature and professional manner.

 Advise all Manager’s on all legal issues pertaining to staff employment.

 Advise senior staff on staff development needs and identify ways of addressing these.

 Network with HR colleagues in other organisations to share HR best practices.

 Along with the support of Finance support service Manager participate in salary surveys and implement benchmarking exercises to ensure HelpAge Haiti is competitive within the market.

 Undertake any other duties as and when necessary and requested by his/her line manager to fulfill the objectives of HelpAge International’s programme

 Conduct reference checks on possible candidates.
Liaise with the insurance agent on the administration of the employee medical scheme for national staff. Liaise with government’s institutions too about tax and contribution.

 Produce offer letters, refusal letter, and all other documentation with respect to the recruitment process and get approval of the CD.
 Liaise with the insurance agent on the administration of the employee medical scheme for national staff.
 Prepare monthly staff payroll on time and make sure that Income tax, ONA and social insurance are processed and paid to the relevant government institution on the same month of staff payroll.
 Other duties assigned by his/her line manager

• University degree/ College diploma in the field of human resource management/administration/very related fields
• Experience of working in Human resource and administration: Two years of experience for Degree holder and 4 years of experience for diploma holder. Working at least one year in an INGO is required.
• Knowledge of excel, word and use of email, etc
• Well developed interpersonal and team skills and proven ability to be flexible in demanding situations.
• Experience of management/supervisory responsibilities.
• Good written and spoken English is essential. Basic working knowledge of French or Creole is desirable.
• Ability to work to agreed deadlines

• Sympathy with the aims and objectives of HAI.
• Commitment to humanitarian principles and action and to HAI’s equal opportunity policies. Demonstrated experience of integrating gender and diversity issues into office management
• Knowledge of older people’s issues, in particular, in the Haitian context

Those who are interested in this position must send an application package with a motivation letter, their resumé, copies of their diplomas, certificates etc

Only shortlisted candidates will be called for interviews.