Admin and HR Officer

Myanmar

Organization: IRC - International Rescue Committee
Location: Myanmar
Grade:
Occupational Groups:
- Operations and Administrations
- Human Resources
Closing Date: Closed

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Background:

The International Rescue Committee (IRC) is a private, non-political, non-profit, and non-religious organization. For over 90 years, we have been providing humanitarian assistance to communities affected by conflict and natural disasters in more than 40 countries. Since 2008, the IRC has been active in Myanmar, delivering humanitarian assistance in areas such as health, protection, water, and sanitation, specifically targeting families impacted by conflict and natural disasters.

Position Overview

The Admin and HR Officer is responsible for ensuring the effective and efficient management of human resources and administrative support for the emergency response team in the field office. The Admin and HR Officer is responsible in day-to-day administrative operations, implementing recruitment activities, onboarding and orientation of new staff, maintaining HR records, and supporting leave and timesheet management in line with IRC policies and procedures.

Human Resources Responsibilities

Responsible for recruitment activities for positions up to officer level, including shortlisting, interviews, and documentation.
Manage onboarding and facilitate orientations sessions of new staff in coordination with Sr. People and Culture Manager (s).
Ensure all incentive workers/ISC staff are provided with, and acknowledge, IRC mandatory policies.
Maintain and update leave records and timesheets for all field office staff.
Ensure proper HR filing and documentation for field office personnel records.
Coordinate with Sr. People and Culture Manager (s) for compliance with organizational HR policies and procedures.
Provide regular updates and monthly HR reports to Sr. People and Culture Manager (s).
Serve as a point of contact for HR-related inquiries from field staff.

Administrative Tasks

Oversee day-to-day office operations to ensure smooth functioning, including logistics, procurement, and maintenance of office equipment and supplies.
Ensure proper usage and stock management of stationery and other administrative materials.
Maintain key control for office and residence locks, ensuring spare keys are securely stored in a designated key box.
Arrange transportation and accommodation for visitors and staff supporting emergency operations including airport pickup arrangement.
Timely coordinate with the Yangon office point of contact and relevant government department to obtain travel authorizations for international staff.
Collect invoices and assist in the preparation and processing of payment requests for transportation and accommodation expenses in line with financial procedures.
Organize and prepare necessary arrangements for monthly coordination meetings.
Participate in monthly staff meetings with program staff to ensure effective coordination and administrative support.

Office management

Develop a good and proper filing system for all documents.
Cooperate with the Finance Officer and Yangon finance team to settle the payment related with field office expenses.
Ensure maintenance, refurbishment and property repairs for premises and grounds rented by IRC.
Office inventory to be updated and verified quarterly or as needed according to donor compliance.
Coordinate with operation team to well-functioning and properly management of office training room and meeting room (by good practicing of room booking system).
Coordinate with landlord any issues (e.g. contract, inventory, utilities bills, and maintenance) related to office and residence facilities.
Supervise office cleaners to fulfill the needs of the staff (e.g. water, electricity, maintain a clean environment, etc)
Supervise the office guards to meet the requirements of office security.

Key Working Relationships:

Position Reports to: Sr. Emergency Preparedness Coordinator and maintain a dotted reporting line to the Sr. People and Culture Manager(s) for technical guidance and support.
Internal: Finance Officer, Operations and programs staff
External: Vendors

Minimum Qualifications:

Job Requirements

University Degree or Diploma in related field and/ or related training course in Human Resources, Office management and Administration and Logistics.
Minimum of 3 years of relevant HR and administrative experience, preferably in a humanitarian/development setting.
Knowledge of labor laws and HR practices.
Experience managing petty cash and administrative logistics and procurement
Knowledge of and experience in working with and coordinating with international and national partner organizations.
Excellent interpersonal and communication skills.
Demonstrated abilities in team building and staff management.
Proficiency in Microsoft Office (Word, Excel, Outlook).
Honesty and transparency in dealing with suppliers
Attention to detail and confidentiality
Problem-solving and proactive thinking
Ability to work under pressure and meet deadlines
Flexibility and adaptability to dynamic work environments
Proficient in both written and spoken Myanmar and English, with good report writing skills.
Local candidates in the project area will be prioritized.

Myanmar nationals with relevant skills sets and proven experience of working at international level are strongly encouraged.

The IRC Core Values and Commitments.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons.
IRC is committed to ensuring that IRC staff are suitable to work with children and have the knowledge s/he needs to uphold and abide by the IRC’s Child Safeguarding Policy.
Level of interaction with children: Frequent direct contact with children.
IRC ensures that its staff must actively practice the roles and responsibilities related to client responsiveness, accountability to people in affected communities and must have competencies to solicits and listens to feedback and other’s perspectives, responds to feedback with maturity and sensitivity and takes appropriate decisions and makes changes to behavior or actions in response to feedback.
IRC recognizes that gender equality is fundamental to the achievement of our organizational mission. As such, IRC is committed to the promotion of gender equality in all aspects of our operations and programs. Our organizational policies, procedures and actions demonstrate this commitment.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

This vacancy is now closed.