MCDI, the International Division of Medical Care Development, a U.S.-based PVO, has a Junior Human Resources Officer position within the Administrative/Financial Unit of the Silver Spring, Maryland office; this is an entry level position under the direct supervision of the Associate HR & Contracts Manager and under the overall management of the Senior Administration and Finance Manager to assist in the day-to-day implementation and follow-up on human resources and administrative matters. The Junior Human Resources Officer will also work closely with the Assistant Contracts Officer providing support as directed by the Associate HR & Contracts Manager. General requirements for this position include collegial personality and good interpersonal skills, attention to detail, ease working with numbers and accuracy in entering data, ability to follow instructions, and ability to complete tasks as instructed.
Job Description:
A) Recruitment a) Track all recruitments through the SharePoint site b) Place job announcements on various sites c) Coordinate with outside recruiting services d) Compile a file of cover letters, CVs, and biodata received for advertised position, uploading digital versions to SharePoint. e) Preparing a draft matrix of candidates who have applied and giving it the Associate HR & Contracts Manager to finalize/sign off. Upload matrix to Sharepoint. f) Under the guidance of the Associate HR & Contracts Manager, and, as required in close consultation with technical and/or operational staff within the Division, manage the administration of online tests that will be used for the screening of candidates, and compile test results for review g) Once a short-list of candidates has been prepared, e-mail shortlisted candidates to confirm continued interest. h) Conduct Internet search on the background of shortlisted candidates i) Maintain database of all qualified candidates by area of expertise, work experience (including countries worked), languages spoken and written, etc. j) Set up interviews, coordinating with interviewers and interviewees to identify acceptable times, and assist in administering and compiling post-interview reviews and rankings by interviewers k) Issue correspondence to all candidates after the selection process.
B) Employee Records a) Under instructions from the Associate HR & Contracts Manager, provide current and prospective employees with information about policies, job duties, working conditions, wages, and opportunities for promotion and employee benefits. b) Under instructions from the Associate HR & Contracts Manager, assist the Assistant Contracts Officer in drafting employment letters for long-term and short-term temporary employees and contracts for consultants, obtaining required signatures. Ensure that these agreements and contracts are appropriately filed and that digital copies are uploaded to SharePoint. c) Maintain written job descriptions and assist in writing/re-writing job descriptions, as necessary, based on the Associate HR & Contracts Manager and Director’s input as well as input from other relevant staff within the Division. d) Assist in the maintenance of records for personnel and consultants. e) Assist in the management of the personnel evaluation process; provide support to employees, track submissions, and follow up as appropriate with any issues arising from the process f) Assist in coordinating and tracking employee vacation schedules with Director and Program Managers in order to avoid staffing shortages or scheduling conflicts; produce quarterly leave and travel calendars for general information
C) New Hires: a) Assist the Associate HR & Contracts Manager and relevant Program Managers in preparing and facilitating orientation schedules for new employees b) Provide new employees with the necessary paperwork to complete; review completed paperwork and ensure all information has been provided c) Ensure I-9 compliance d) Transmit new paperwork to HR at headquarters. e) Coordinate with the Assistant IT Officer to ensure new employees have e-mail accounts on their first day f) Coordinate with and assist the Assistant Office Administrator in ensure that workspace for new employees is adequate and fully equipped g) Provide new employees with all relevant information, such as the Corporate Manual, phone directories, organograms, etc. h) Ensure that new employees receive all relevant training and instruction on the use of office systems (photocopiers, phone system, etc.) i) Provide instructions on the use of the automated payroll system j) Assist in obtaining security access from the building management k) In addition, for new employees arriving for overseas deployment coordinate with the Assistant Office Manager to: a. Ensure logistics for their travel b. Ensure lodging and per diem while in the home office c. Provide guidance for getting around the area (restaurants, transport options, etc.) d. Ensure that the employee obtains any visas or other official documentation needed prior to their deployment
D) Payroll processing and tracking staffing allocations a) Verify staffing allocations for all staff on a bi-weekly basis with the individual employees and the program management staff, including the financial officers b) Ensure that vacation and sick leave are properly entered c) Enter all allocations in the payroll system d) Collect and collate timesheets for those employees who do not have access to the automated payroll system e) Maintain file of timesheets for all employees, including overseas local hire employees
Qualifications – Education and/or Experience Education, training, and/or experience that demonstrate possession of the knowledge, skills and abilities listed above. Examples of qualifying education/experience:
• A bachelor’s degree from an accredited U.S. college or university, or certified foreign studies equivalency in international development, human resources management, or a closely related field; • AND one to two years of experience in an international non-profit, preferably in human resources management, and advantage • Detail oriented. • Able to multi-task and meet deadlines. • Able to communicate information clearly in verbal and written form. • A second language (Spanish or French) desirable
Start of activities: preferably mid-May 2016
Location: Silver Spring, MD Term: Full-time
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