Meeting Targets and Maintaining Epidemic Control (EpiC), a five-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID), is dedicated to achieving and maintaining HIV epidemic control. EpiC is led by FHI 360 with core partners Right to Care (RTC), Palladium, Population Services International (PSI), and Gobee Group. The project also draws upon regional resource partners to provide technical assistance, as well as global resource partners who bring unique capacities. EpiC is also funded to prevent, prepare for, respond to, and bolster health systems to address COVID-19 and reemergence.

The EpiC team seeks a Human Resource and Administration Manager to be responsible for the day-to-day functioning of the FHI 360 Haiti office, including serving as the lead for human resources and local procurement. They will be based in Port au Prince of Haiti. The successful candidate will work and collaborate closely with the team in country as well as HQ staff. This position reports to the EpiC Haiti Project Director.

Key Responsibilities
Administration
1. Oversee the day-to-day functioning of the office and ensure that it runs smoothly with everyday necessities (water, power, internet, sanitation, etc)
2. Ensure that an inventory of all equipment and supplies owned or used by FHI 360 in Haiti is in place and regularly updated at the main office and three satellite offices.
3. Oversee the functioning of all equipment and supplies at the FHI 360 central office and satellite offices and determine the need for maintenance, repair of broken or malfunctioning equipment.
4. Respond to requests from staff for repair, replacement of equipment, office furniture, and supplies in a timely manner.
5. Assist/guide all staff, consultants and partners traveling locally and internationally on behalf of FHI 360 and ensure that they are aware of policies in place for lodging and per diem.
6. Lead the administrative unit and provide direct supervision to the Admin Assistant.
7. Lead the provision of logistical and administrative support for project activities (including trainings, workshops etc.).
8. Oversee the management of Petty cash.

Human Resources
1. Ensure that the country office adheres to employment standards, HR policies and FHI 360 policies and procedures.
2. Support the development of personnel guidelines working closely with the country leadership, regional and HQ HR and manage and implement personnel policies and procedures.
3. Lead recruitment, selection, and onboarding of all employees/consultants and coordinate the effort for filling all vacant positions, including the posting of vacant position. Responsible for announcement on job advertisement medias.
4. Initiate and follow up on reference checks, ensure that other background checks are performed.
5. Manage various types of employment contracts.
6. Maintain/prepare/secure all personnel files, ensuring that all information about each staff member is up-to-date, accurate and secure.
7. Ensure deliverables of all consultants are received in accordance with their consultant agreement and SOW and consultant invoices are sent to Finance for payment.


Procurement
1. Follow all procurement procedures established by the FHI 360, EpiC, and donors and be responsible for enforcing them at all levels of FHI 360 Haiti office.
2. Collect all supporting documents from vendors and transmit them to the finance department to confirm advance payment and final payment to vendors.
3. Be responsible for writing service contracts to define the terms and conditions of services purchased from vendors.
4. Ensure that all vendors for any provision of goods and services be selected through a competitive and bidding process that is transparent, fair, and inclusive.
5. Ensure that vendors be selected, contracts be attributed without any conflict of interest as defined by the FHI 360 conflict of interest policy.
6. Collect, organize, archive, and secure all paperwork, files, contracts, and other relevant documents pertaining to purchasing of good and services from vendors.
7. Supervise the delivery of good and services purchased from vendors and ensure that those good and services meet the standards and the description specified in the request for quotation and the quotes submitted by vendors and accepted by the selection committee.
8. Negotiate with vendors to return, replace, or obtain compensation for FHI 360 for any goods and services that do not meet the description of the request for quotation, or the contract signed between FHI360 and the vendors.
9. Create a database of all potential vendors and suppliers for the goods and services most frequently procured to ensure that FHI 360 can deliver on its operations and activities.
10. Put in place internal control tools to identify the best vendors and providers through assessing the quality of service provided, keeping a record of those assessment results, and using them during bid analysis.
11. Reevaluate service contracts on a yearly basis to determine whether contractors respect the clauses of those contracts and make recommendations whether those contracts should be renegotiated, terminated.
12. Be responsible for negotiating and determining the terms of payment to vendors and ensure that vendors be paid on time for services provided.
13. Participate in meetings held by HQ and local management team to discuss and address FHI360 operations and activities that are in connection with administration or management.

Supervisory roles
• Administration staff
• Procurement/purchasing
• IT
• Logistics
• Drivers
• Maintenance staff

Qualifications required:
License in Administration
• Professional experience: at least 8 years of experience in administration role including HR and procurement
• Demonstrated ability to meet deadlines.
• Good interpersonal, cultural and negotiation skills.
• Good knowledge of the Haitian market.
• Proactivity, ability to adapt quickly and easily.
• Ability to work independently and as part of a team
• Results orientation, ability to solve problems
• Excellent written and oral communication skills.
• Fluency in French and English
• Good knowledge of IT tools: Microsoft Office, Outlook

Documentation required :
• Curriculum Vitae
• Cover letter

Online application only, with the job title in the subject line of the email. Only pre-selected candidates meeting the desired profile will be contacted for the rest of the process.

Deadline for submission: 15 Février 2023 at noon

2023-02-15