About the Organization:

The Enabled Children Initiative (ECI) is an independent non-profit organization registered in the United States as a 501(c)(3), with a branch office in Afghanistan (registration number 465), that supports children with disabilities in Afghanistan. Today, the organization has grown to deliver six programs across six provinces of Afghanistan, with over 50 Afghan employees.

Role description:

The HR and Admin Officer is accountable to all delegated HR matters to ensure effective and efficient development, management and use of ECI HR Systems, Staff Performance Evaluation Review (PER) process, Procedures and guidelines. Responsible for updating all key HR information, staff records and contracts and HR database.In addition, the HR and Admin officer is responsible for inducting all new staff member to ECI policies and ensuring all staff are aware of and trained on staff code of conduct and pracities and have signed all related polices (Child Safeguarding, Prevention of Sexual Abuse and Exploitation/PSEA, anti corruption and fraud and Code of Conduct)

The HR and Admin Officer reports directly to the Country Director                

Role and responsibilities

General Responsibilities:

KEY AREAS OF ACCOUNTABILITY:

• Ensure that all HR databases are updated and accurate. This includes updating the leave tracker, staff training, copies of certifications, Job descriptions/terms of references, contract period checks, details for emergency contacts taff list, performance reviews, and probation review tracker on a monthly basis. In addition, he/she is to recruit trackers on a weekly basis, and file audit reports on monthly basis.
•  Compile field Reports after field visits and prepare HR & Admin action points to submit to the line manager.
• Maintains files on all staff ensuring all necessary documents are filed and monitored including contracts, code of conduct, job descriptions, holiday and sick leaves, disciplinary documents and appraisals draft casual staff/ labour contracts.
• Supporting auditors from time to time by ensuring that relevant HR docs are provided to auditors timely and that the same are returned to their original place in a confidential way.
• Get the updated contact list for all staff with phones both private and official, email address and WhatsApp’s.
• Conduct the HR File Audit checklist on a quarterly basis to verify whether all personnel files are complete and perfect, well labeled, lockable, and confidential. Provide a file audit report to the Country Director duringthe first week of each quarter.
• Ensuring highest standards on individual and organizational data protection by ensuring no file is left unattended in the field office and that all digital files are protected and not accessible for others apart from Finance Manager, Country Director and ECI Executive Director. Ensuring that all recruitment files are in good order and properly filed for easy access and reference. Coordinate destroying applications which are of no use or reference.
• Responsible for ensuring that all new staff receive their ID cards within the first week of joining ECI and have received inductions within the first two weeks with ECI    

• Comply with all relevant ECI policies and procedures.
• Responsible for external visitors’ welfare (reserve accommodation and arrange for their feeding where necessary) and process the bill clearance with finance.
• Obtain Codes and prepare for signature requisitions, expense claims, and petty cash requests.
• Ensures that the office is consistently kept in good hygienic and working order.
• Ensure all ECI offices have a visible evacuation plan on the wall, fire extinguishers available and first aid kits.
• At least twice a year, assess office safety against natural hazards (earthquakes, flooding, fire, storms) and arrange at least two evacuation practises for the staff, with a nominated safe meeting point outside of the office
• Ensure all ECI vehicles have first aid kits
• Directly line manages the cleaners and cooks at the office (compound) in Kabul
• Be familiar with the national labour laws and field level work in accordance with country program policies and procedures. Inform the Country manager on any changes on the law that will affect ECi staff and/ contracts
• Deals with grievances and coordinates investigation and disciplinary procedures.
• Recruiting staff – in conjunction with the line managers prepares advertisements, checks application forms, prepares short listing, interviewing, checking references and informing of qualified candidates. In addition, storing all related recruitment documents, including panel reviews and selection criteria.
• Ensures ECI will not store any CV´s for applications for more than 2 years (data protection)
• Conduct briefing induction for newly hired national staff on ECI HR/Admin policies.
• Prepares, updates and administers payroll action monthly and staff turnover records on a monthly basis and provides this for the Finance Manager    
• Maintains adequate office supplies and supplies for photocopiers, printers, and ensure regular servicing of office equipment as required.
• Any other task as may be assigned by the Country Director    

• A minimum of 2-3 years of work experience in Human Resources or Administration in a corporate or an NGO environment,
• Good communication, leadership and management skills
• Good computer skills in MS-word, MS-excel, PowerPoint presentation
• Excellent written and spoken English language skills and Dari/Pashto
• Previous experience of working with an International NGO desirable
• Strong coordination skills including  analytical skills, judgment  and decision making
• Resourcefulness and creativity in order to develop the role of human resource training and development within the program and ensure the most effective support to line management.
• Proven track of records in capacity building and training and development
• Proven track of records in implementing robust performance systems
• Excellent team player, willing to create a positive and welcoming working environment for all ECI staff
• Empathy and alignment with ECI values and work with children and families with disabilities.

Desirable

• Experience of working in the field of training and development Good negotiation skills.
• High levels of self-motivation, integrity, commitment and enthusiasm.
• A person with a positive attitude.
• Experience in training and capacity-building of staff
• Experience with excel based databases and online management softwares (such as Monday.com, Basecamp, Smarthseet etc.)
• Experience working with persons with disability or with programs supporting persons with disability

• Interested qualified candidates should submit a full CV with a cover letter explaining their motivation in applying for the job and highlighting their relevant skills and experience.
• To apply online please send your CV along with a cover letter mentioning the vacancy number (Human Resources (HR) & Admin Officer-025) in the subject line before the VA closing date to email hr@enabledchildren.org
• Academic certificates or references do not need to be submitted at this time.
• Only short-listed candidates will be contacted.

Candidates, particularly females with disabilities are encouraged to apply. All candidates with disability who meet the requirements noted on this Job Description will be automatically interviewed. If you have a disability and require special arrangements for your interview, please inform us on your application.