In partnership with the Ministry of Health and the US Centers for Disease Control and Prevention (CDC), ICAP will conduct a Population-based HIV impact assessment (PHIA) to estimate the population –level impact of the national HIV prevention, care and treatment programs in Haiti. The goal of this project, called PHIA, is to identify the national level key HIV-related outcomes, including HIV incidence, HIV prevalence and HIV viral load suppression, as well as prevalence of high-risk behaviors and uptake of HIV-related services. The objective of PHIA is to measure the reach of the country’s HIV prevention, care and treatment services, guide policy and set funding.

Reporting to the Operations Director, the Human Resources and Administration Manager is responsible for operational and execution level management of Human Resources needs and Administration of ICAP in the Haiti office.

RESPONSIBILITIES:
Human Resources
• Assist in the development of organization wide job descriptions and postings as required
• Assist the Operations Director in making sure that everything is in compliance with ICAP Standard Operating Procedures
• Monitor all employment contracts to ensure that they remain compliant with the relevant employment agreement and are renewed or terminated on time
• Perform periodic assessments necessary to ensure that the organization provides a healthy and safe environment for all employees including the surveys teams
• Ensure that all job descriptions are current and related employment agreements are maintained for all new and existing team members
• Ensure that the appropriate manager drafts all employee correspondence, such as letters of offer, employment agreements, termination notices, etc.
• Participate and take notes in employee screening, selection, and interview processes where required
• Support orientation sessions for all new employees, which will include ensuring that all relevant employee information is obtained and secured within an employee-personnel file.
• Update and maintain all personnel files and records in a safe and secure location
• Ensure that the strictest of confidentiality is maintained at all times
• Monitor the timely completion of staff leave tracker and leave forms; ensure that all original employee correspondence is maintained in the personnel files
• Complete follow-up, receiving and consolidation of all time off tracking from all employees
• Compilation of necessary documentation required for internal and external Benefits reports and management
• Support the completion of employee probationary and annual evaluations and file it accordingly
• Conduct and or assist with any employee disciplinary action as required
• Attend any employee negotiations, mediations, tribunals, etc. as required
• Liaise closely with the Finance Department to ensure Payroll’s timely implementation of all agreed employee compensation, including any approved Salary Adjustments
• Consolidate information to complete the payroll change file every month.
• Complete all administrative tasks required upon contract completion, or termination of all employees
• Produce regular employee updates to all staff as required on different HR issues
• Support the Operations Director to monitor the progress of different staff conflict resolutions.
• Complete monthly staffing reports to ICAP New York
• Complete and submit Country Office contact list to ICAP New York.
• Communicate all coming Haitian public holidays to ICAP NY
• Any other duties as assigned
Administration
• Assist the DAF in negotiating and preparing contracts/service agreements in accordance with ICAP SOPs.
• Supervise the Administration personnel and services as well as the management of office supplies
• Liaise with project managers and staff to ensure security and efficient use of resources allocated to staff, for example equipment, use of the phone.
• Ensure availability and quality of internet services and telephone communication services for the use of the central office and field staff.
• Coordinate the office management, consisting of office space, ICAP personnel, visitors, general services
• Coordinate office equipment and materials are adequate and well-functioning
• Assess office space and office distribution for staff
• Make periodic evaluations necessary to ensure that the organization offers a safe and healthy environment for all employees, including field teams.
• Maintain a supportive office environment.
• Perform other tasks as assigned

At least 5% of every ICAP employee’s job will be to perform other related duties as directed.

MINIMUM QUALIFICATIONS

• Minimum College Diploma in Human Resource Management or a field related to Human Resource Management, such as Public Administration, Business Administration or Commerce

PREFERRED EXPERIENCE AND OTHER SKILLS

• Minimum 7 years’ experience in a similar position in an International Organization or NGO
• Knowledge of United States Government standard provisions and rules and regulations
• In depth of office management processes and policies
• Computer literate with preferable skills in Microsoft Word, Excel, Outlook and PowerPoint
• Good interpersonal and team building skills
• Excellent analytical and problem solving skills
• Effective writing, verbal and listening communication skills in English; proficiency in French; knowledge of Haitian Creole an asset
• Attention to detail and high level of accuracy
• Very organized and effective time and task management skills
• Flexible, honest and trustworthy with sound work ethic
• Ability to maintain a high level of accuracy and confidentiality concerning organization files
• Ability to function independently; results-oriented; detail oriented.
• Strong organizational and analytical skills, good attention to detail.
• Ability to problem solve and work as part of a team

Please send an application letter and CV by email with subject title “PHIA Project – POSITION TITLE”.
Please do not submit certificates online. Only short listed applicants will be contacted.

• No Travel Requirements

NOTE: These are local hire positions and the successful candidates will be employees of ICAP in Haiti and subject to the local terms and conditions of employment, which includes a competitive salary and benefits package.

The position is contingent upon availability of grant funding. Columbia University is an equal opportunity and affirmative action employer. It does not discriminate against employees or applicants for employment on the basis of race, color, sex, gender, religion, creed, national and ethnic origin age, citizenship, status as a perceived or actual victim of domestic violence, disability, marital status, sexual orientation, status as a Vietnam era or disabled veteran, or any other legally protected status.

ICAP is an equal opportunity employer, values inclusion and a diverse workforce. All qualified applicants will receive equal consideration for employment.