Job Description

Title: HR and Admin Officer

Company Name: Muslim Hands International

Vacancy: Not specific

Job Location: Anywhere in Bangladesh

Employment Status: Full-time

Educational Requirements:
∎ Must have at least MBA and Bachelor degree from any recognized university. Graduation/BBA in HR or related field will be preferred.

Job Context:
∎ Division: Management
∎ Name of the Project: N/A
∎ Job Location: MHI BD Country Office - Dhaka
∎ Type of appointment: Regular under annual contract and is renewable subject to satisfactory performance
∎ Job Summary: Key responsibilities are to assist Country Manager and his/designated senior staff in Human Resource Development and Management and Administrative support at HQs level and field operations. HR responsibilities include but limited to: hiring staff and closing staff relationship with MHI BD, documentation and maintaining individual file and data base on each staff, support in staff`s appointment, entitlements and performance management, reporting on HR issues and management, support in HR development of potential staff. Administrative responsibilities to support management include but not limited to: Office management, staff attendance, logistic support, maintenance of equipment and vehicles, travels, store`s inventory and management.
∎ Report to: Country Manager
∎ Major internal contact and working relationship: Head of Finance, Field office coordinator, MEAL officer, Program development officer at HQs and field level.
∎ External Contacts: Similar organization, ILO, labour laws dept. Vendors for logistic support, equipment and supplies, maintenance,

Job Responsibilities:
∎ HR related job responsibilities:
∎ Staff Recruitment, entitlement and closing relationships:
∎ Assist relevant management staff in preparing job description,
∎ Facilitate vacancy announcement, sorting application, short listing potential candidates under guidance of relevant senior personnel
∎ Organize interview and facilitate appointment, compensation package, induction following HR Policy and Manual.
∎ Arrange to close relationship with staff following management decision and as per HR policy and manual.
∎ Ensure to collect all medical/benefits documents, crosscheck the invoices and prepare the reimbursement form in respect with the medical policy prior to submitting the complete documentation for validation to her/his supervisor.
∎ Support in preparation of payroll, distribution of pay slip and documentation of all payments relating to staff salary.
∎ Facilitate exit interview as appropriate.
∎ Prepare documentation required for final settlements and separation from the organization
∎ Documentation and maintenance of file:
∎ Open a file to document hard copies relating to appointment, performance, entitlement, promotion, separation etc.
∎ Maintain a data base and update periodically based on available HR performance, management data.
∎ Maintain record on leave/absence from duty as eligible in line with HR Policy
∎ Ensure to communicate to her/his Supervisor any difficulty that could face an employee or any incident related to the personnel.
∎ Share information with relevant staff following HR policy and manual duly receipt of consent from supervisor
∎ Provide assistance to all personnel for any enquiries related to staff regulations and policies.
∎ Keep update documents and materials relating labour laws, law/rules of the country and practices of other organization similar to MHI BD.
∎ HR performance management:
∎ Support to establish HR performance management system both manually and electronically.
∎ Document performance planning, monitoring tools and materials and performance appraisal form both in hard copy and soft copy following installation of HRIM system in the computer.
∎ Produce report on HR performance management for Supervisor and supervisee
∎ Human Resource Development:
∎ Assist in identifying in training needs and capacity building related issues for the supervisor
∎ Facilitate discussion with supervisor and get guidance to organize and take other initiative for staff development.
∎ Collect from primary and secondary source of various documents, materials , relating to staff development
∎ Support trainer/supervisor to organize in-house and external training
∎ Document and report on staff development including update data base relating to HR development.
∎ Administrative related job responsibilities:
∎ Office management:
∎ Ensure office decorum and working environment including gender friendly atmosphere.
∎ Support in dispatch and receipt of various documents and their documentation and distribution.
∎ Support to organize and coordinate for appointment, meeting, communication with visitors and other stakeholders/ other organizations.
∎ Issuance of office ID card, visiting card.
∎ Facilitate to develop various visible materials for promotion, public information, branding, image building
∎ Facilitate administrative induction and briefing to newly joined staff.
∎ Staff attendance:
∎ Maintain register on staff entry and exit to record attendance and movement.
∎ Maintain record electronic device for office attendance exist and movement of staff.
∎ Prepare periodic report on the record of staff attendance and duties covering standard working hours as per HR policy and Manual.
∎ Logistics support and store's inventory:
∎ Develop templates, formats and materials to prepare list of logistics and materials required periodically
∎ Facilitate to fill-up formats for logistic request form by staff at HQ and field level.
∎ Prepare requisition and submit to the authority for procurement of necessary logistics for office management time to time.
∎ Keep record on logistics in the store register book to monitor stock and use and available balance at different point of time.
∎ Keep record on no-expandable item in a separate store register book with full record of each item,
∎ Support management for disposal of unusable non-expandable and expandable items at different point of time.
∎ Maintenance of equipment, vehicles and office:
∎ Maintain record on each equipment with scheduled dates for servicing.
∎ Facilitate requisition from different users for maintenance of different equipment and vehicle and arrange repairing and maintenance at different point of time.
∎ Identify vendors and maintain vendors' lists for various non-expandable and consumable items.
∎ Arrange maintenance of office relating to water, electricity, gas, building materials, office furniture and other fittings and fixtures.
∎ Procurement:
∎ Support procurement team in
∎ Identifying vendors for various equipment and supplies
∎ Document on procurement procedures
∎ Eligibility of spot purchase, window shopping, tender for bid purchase, etc.
∎ Receive various non-expandable items and supplies, stores' inventory and their office use and for program.
∎ Preparing report on procurement of equipment and supplies for the organization and program.
∎ Travels related logistics and support services:
∎ Facilitate receipt of travel requisition from the staff or team
∎ Organize visit duly arranging, various tickets, vehicles and other logistics for travel
∎ Support for accommodation and local travel during official visit in the field
∎ Support on other protocol and liaison with relevant stakeholders
∎ Coordinate with field staff for meeting, visits of staff or team relating program, partnership development and field monitoring.
∎ Others:
∎ Prepare periodic and annual reports on HR development and management
∎ Prepare periodic and annual report on administration of MHI BD HQ office
∎ Any other jobs as assigned by the supervisor.
∎ Gender Equality Commitments :
∎ Foster an environment that supports values of women and men, and equal access to information.
∎ Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
∎ Respect beneficiaries' women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
∎ Value and respect all cultures.
∎ Safeguarding Commitments :
∎ The appointee must perform his/her duties in accordance with the Muslim Hands International Code of Conduct and Safeguarding Policy.
∎ Remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding Policy.

Additional Requirements:
∎ Relevant Experience: Shall have at least 2-3 year working experiences in the related field.
∎ Skills required: Should have good level of skills in using computer software, various apps including internet and other ICT facilities. Shall have skills in writing both in Bengali and English for any sort of communication and reporting using computer.
∎ Other Qualifications: Interpersonal relationship, working in team approach, ready to visit field for certain time of assigned duties ability to visit field 40% of assigned duties.

Salary:
∎ Salary Grade: BDT 50000

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 2 Dec 2023

Company Information:
∎ 2 Nov 2023
∎ Muslim Hands International
∎ Business : Muslim Hands, a registered charity in the UK was
emerged as an international aid agency and NGO
by raising funds at Nottingham for the war-affected
people in Bosnia in 1993. Since then it has been
responding to countless more emergencies as well
as implementing development projects in more than
thirty countries worldwide. In Bangladesh, Muslim
Hands began its journey in 1995 with a charity and
development fund for humanitarian response and
projects for the socio-economic development of
the target population. Following establishing the
country office and designing short, medium, and long
term strategies, it has been implementing projects
on Education, Health, Child Protection, Livelihood,
Shelter, WASH, religious Infrastructure, and emergency
response programs for the vulnerable and needy
population in an ethical, efficacious and transparent
manner to ensure long-lasting improvement of
families and the communities in target areas and
demonstrating accountability to the donors.

Category: General Management/Admin