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Dushanbe, Tajikistan March, 2024
Management and Engineering Technologies, Inc. (METI), a close partner of the US Forest Service (USFS), may require the services of a Tajikistan HR & Finance Coordinator to support the development and implementation of the "Strengthening Natural Resource Management Capacity in Tajikistan" program. As a part of the United States Agency for International Development's (USAID) programming in Tajikistan, the USFS will collaborate with the Government of Tajikistan (GoT) and other relevant partners to strengthen institutional capacity in a number of areas including but not limited to, natural resource management, combatting land degradation, promoting watershed health and conservation, protecting food security, supporting ecosystem adaptation and resilience, as well as adaptation to natural hazards and disaster risk reduction.
POSITION DESCRIPTION
The Tajikistan Human Resources and Administration Manager will lead the development of a compliant human resource policy ensuring strict adherence to the relevant USG regulations and appropriate Tajik laws and regulations, and effectively implement the approved policies in all aspects of human resources and personnel management across the office. The Human Resources and Administration Manager is responsible for leading the establishment of a standard office administrative system and manage all aspects of its implementation ensuring smooth coordination of day-to-day administrative activities. The Human Resources and Administration Manager is responsible for closely coordinating with the USFS/IP Tajikistan team members to provide necessary guidelines in human resources and administrative management, necessary trainings, and supervision for all other team members as appropriate.
The 'Human Resource and Administrative Manager' will support the program with duties and responsibilities including, but not be limited to, the following:
Administration- Support in the preparation, update and implementation of the organizational policies and procedures (including an office manual) compliant to USAID and USFS standards;
- Maintain close coordination with designated legal representative and ensure that the organization meets all legislative requirements in all aspects of HR and administrative operations. Ensure all HR, administration and operational policies and procedures are compliant with relevant Tajik regulations;
- Compile agenda and minutes of staff meetings;
- Develop a documentation system for tracking all administrative related activities and maintain all files and documents relating to administrative operations;
- Develop and implement a standard system for maintaining all administrative and operational records including office documents tracking, filing, storage and operational record keeping. Lead the preparation of administrative and programmatic documents including the MoU, agreements, scope of works, sub-awards, small grant documents as per policy;
- Ensure all administrative tasks are completed in accordance with guidance from standard project/program management mechanism and act as primary Point of Contact (POC) for all administration related tasks;
- Develop the inventory management process of office resources and maintain a dynamic mechanism to keep track of operational resources;
- Conduct regular vetting of suppliers and beneficiaries as per USFS/IP and USDAID policies and regulations;
- Carry out any other administrative responsibilities as assigned by the office.
Human Resources Management- Coordinate and support the preparation, update and implementation of the organizational staff policies and procedures and ensure staff compliance with all organizational policies and procedures, including the collection and compilation of timesheets, leave and compensatory balances;
- Develop a documentation system for tracking HR related activities and maintain all files and documents relating to HR including, but not limited to, the personnel files, staff contracts, personal profiles, and performance related records;
- Support the Program leadership in organizing regular staff appraisals, retreats, trainings, and meetings. Develop the staff performance management process, organize the staff evaluation and feedback sessions and ensure the staff performance checkpoints are met as per policy;
- Support staff orientation and conduct staff development as well as other administrative duties to ensure an optimal work performance;
- Develop and keep track of staff training and capacity development calendar. Work closely with the team members to identify individual and team training needs, develop personnel training plans, organize appropriate training sessions and generate reports. Compile staff training schedules and reports;
- Lead the development of HR, administration and relevant operational policies and procedures, and ensure appropriate execution in all aspects of day-to-day management. Set up internal controls and maintain strict adherence to compliances with appropriate checks and balances to meet recognized standards;
- Maintain close coordination with designated legal representative and ensure that the organization meets all legislative requirements in all aspects of HR and administrative operations. Ensure all HR, administration and operational policies and procedures are compliant with relevant regulations;
- Work closely with Tajikistan team members to coordinate and lead the overall recruitment planning and processing including issuing advertisements, identifying candidates, and interviewing for open positions both in the office and in the field;
- Facilitate HR orientation to communicate and maintain proper awareness of USFS values, workplace policies, procedures, and any other HR specific topics;
- Provide all HR related support for USFS/IP staff, consultants, and USG detailers during their assignments with the Compass program;
- Manage employee grievances and properly processes them as per policy and conduct on-site/pre-departure exit interviews for all exiting staff;
- Organize the office meetings and related congregations including the monthly meetings, staff meetings and other external meetings;
- Coordinate with other team members for providing expert guidance related to administrative process and supervise the support admin and operations program staff as necessary;
- Carry out any other human resources management related responsibilities as assigned by the office.
QUALIFICATIONS REQUIRED FOR THIS POSITION:
To be considered for the position, a candidate must meet the minimum qualifications listed below:
EducationA Bachelor's degree, or equivalent, with higher degree desired, in Human Resources Management, Business Administration, Operational Management or related discipline.
ExperienceAt least 7 years of work experience in relevant positions, at least 3-5 years in a supervisory or managerial role. Prior experience of working with USAID or USG programs/projects is highly preferred. Demonstrated experience in providing expert leadership and guidance across all aspects of human resources and administrative management, compliance and legal issues in the programs/projects of non-government or donor agencies are required.
Skills/Competencies- A comprehensive understanding of standard process and provisions relating to the human resources management and diligent administrative operational mechanisms of non-government sector as well as USAID-funded programs;
- Strong knowledge of appropriate compliance and due diligence regulations of local Tajik laws and USAID/USG programs;
- Demonstrated understanding of compliant human resources and administration of USAID-funded programs;
- Demonstrated experience working with designated legal representatives and legal advisors for setting up and facilitating organizational policies and establishing internal controls and strategies relating to human resource and administrative operations;
- Direct experience implementing operational mechanisms relating to personnel management, performance management operations, organizational operational systems, and organizational capacity development;
- Demonstrated track-record and comprehensive understanding of implementing standard administrative and operational system across multi-cultural team and providing leadership with professional judgment in cross-cultural and multi-level organizational context;
- Proven skills and ability to manage the human resources and administration portfolio of a complex multi-layer development program/project while remaining USG and GoT compliant;
- Strong leadership skills and be able to work independently with minimum supervision or guidance;
- Excellent technical and quantitative skills for tracking and analyzing the staff and organizational performance of the program/project using appropriate tools are required;
- Must have excellent inter-personal skills, proven teamwork capacity with demonstrated track-record of working with diverse team and habit of practicing result-oriented approach in solving critical and sensitive human resources and administrative issues with diplomatic and delicate manner;
- Interest in learning new tools, ability to make evidence-based operational decisions;
- Proven ability to provide on-job capacity building trainings to other team members;
- High proficiency in relevant computer applications e.g. MS-Word, MS-Excel, MS-PowerPoint, and basic internet skills are required;
- Office IT support experience is ideal.
Language AbilityThe incumbent must be proficient in spoken and written English, Tajik, and Russian
General Information About the PositionIssuance Date: 25 March 2024
Application Closing Date: 15 April 2024
Number of Positions: 01 (One)
Position Title: Human Resources and Administration Manager
Level of Efforts: Full Time
Salary: Relevant to the technical skill level of the position but may be adjusted to account for additional experience and skills.
Period of Performance: Initially 1 Year; with the possibility of extension
Base Location: Dushanbe, Tajikistan
Expected Starting Date: 29 April 2024
If the US Forest Service were to secure the services of an individual with these skills, the successful applicant would be hired through Management and Engineering Technologies Inc.
Qualified individuals should apply at: https://jobs.localjobnetwork.com/j/78828119
Close of business: April 15, 2024
Only shortlisted candidates will be contacted
Due to the high volume of applications, we cannot respond to all applicants and therefore only shortlisted candidates will be contacted.
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