Caritas

Administration and Human Resources Manager

	 	 

Administration and Human Resources Manager            100 (%):

Supervised by:                                         Country Director

Superior to:                                               Administration and Finance Assistant (40%)

Substitution in case of absence for:    Finance Manager

Is represented by

The goal of the job: The Administration & HR Manager is responsible for the functioning of the Caritas Switzerland (CACH) office in Kosovo. He/She is responsible for managing all kinds of ten-ders and different procurements. He/She is responsible to follow the regulations of Caritas Switzer-land concerning Human Resource Management including recruitment, upgrading and further qualifi-cation.

Also, s/he is responsible for the functioning and working conditions of technical equipment (comput-ers, telephone, email) for the office as well as keeping all electronic devices as well maintained and in optimal function and ensuring the IT Support to Caritas Switzerland, incl. advice and installation of appropriate programs for each staff and advice on purchasing electronic devices. S/he is the responsi-ble person to advise according to organization requirements and for the appropriate electronic filing system.

Tasks: Head of Administration and HR                                 100%

  • Ensures that the Prishtina country office is working according to the regulations of Caritas Switzerland;
  • Ensures that CACH contracts are meeting requirements of the Republic of Ko-sovo and takes necessary steps to ensure follow-up based on legal changes. In addition, ensures that annual reports to the Ministry of Public Administration are done in compliance with legislation in place;
  • Ensuring that Caritas Switzerland is meeting the legal requirements of the Re-public of Kosovo overall;
  • Overall management of Administration, HR, and Procurement for all Caritas projects;
  • Human Resource Management (incl. national regulation and regulation of Cari-tas Switzerland about Human Resources in Field offices) according to the in-struments of CaCH for it e.g., appraisal, staff contracts, job descriptions, records (time sheets), hand-over procedures, recruitment, leave plans and their approval.
  • Managing and conducting different kinds of tenders, auctions and involvement in other procurements necessary for programme and projects in Kosovo;
  • Management of admin relevant contracts and agreements with vendors and part-ners including contract negotiations;
  • Ensures professional archiving of programme and project documentation (hard-copy and electronic) based on CACH and legal requirements;
  • Supervision and monitoring of all procurement under the Caritas Switzerland (including projects and partners) following Caritas Switzerland, Kosovo and do-nor regulations (SDC, ADA, Germany, Liechtenstein);
  • Contributing to the development of the procurement policy, staff regulation and salary system along with the Country Director and keeping it up-to-date;
  • Training of all Caritas projects staff on tender/procurement procedures and com-pliance to different standards (Caritas, Kosovo, donors like ADA, SDC and oth-ers);
  • Security focal person of Caritas Switzerland in Kosovo - providing briefings and training to staff and visitors and updating Local Security Plan;
  • Overall safety within the office premises
  • Vehicle fleet management of Caritas´ vehicle pool of 8 vehicles;
  • Preparing the monthly office report;
  • Maintaining the inventory of the Kosovo office with the support of admin staff
  • Installing and keeping maintained all computers, printers and other electronic devices, including UPS, stabilizers, electronic backups, LAN, WLAN, telephone exchange, etc.;
  • Facilitating information exchange among all computers by maintaining internal networks in all field offices;
  • Purchasing new electronic devices and office supplies when necessary;
  • Ensuring the visibility requirements of donor organizations (ADC, SDC, Liech-tenstein, Kosovo) in close coordination with Country Director;
  • Quality assurance of Public Relations material upon request, particularly con-cerning procurement thereof;
  • Providing advice on and support of the electronic filing system;
  • Training staff and supervising partners on how to operate different machines
  • Overall, managing of the compound and office building (maintenance and clean-liness);
  • Managing and keeping updated all data on the NAS and CARA server (sync) in Kosovo. Ensuring that data is stored in a structured way;
  • Substitute the Finance Manager in his absence;
  • Other tasks from CD or HO

Requirements:

  • Master’s degree or higher (business administration, law, or other relevant to the position);
  • Proven working experience of 5 years in administration and human resource management;
  • Good knowledge of office management (including contract management of services and la-bour contracts);
  • Minimum of five years of working experience in the international development environment;
  • Experience with organizational development is a plus;
  • Working knowledge with Kosovar authorities and the public administration; i.e., knowledge of rules of procedures when cooperating with Kosovo authorities and public institutions;
  • Experience with procurement according to local and international rules and regulations;
  • Experience in management and administration of development projects is a plus;
  • Experience in the financial management of at least 3 years;
  • Experience with security matters in the specific Kosovar context is a plus;
  • Experience in collaboration with International Organisations, Government Institutions, NGOs and Donors;
  • Advanced skills in planning, written and oral communication, facilitation, and coordination;
  • Excellent knowledge of English, Albanian or/and Serbian languages (both written and spo-ken);
  • Excellent skills in MS Office applications (Word, Excel, PowerPoint, etc);
  • Knowledge of finance software is a plus;
  • Teamwork and communication skills;
  • Good knowledge of IT systems is a plus;
  • Flexibility to travel in the field and flexibility in working hours;
  • A valid driving license (B);
  • Flexibility with working hours.

Application

Send your application latest by 20. January 2022 via email to kosovo@caritas.ch indicating “Admin & HR Manager” in the subject line.

Please provide a:

  • Motivation Letter
  • Updated Curriculum Vitae (CV) in English with details of your qualifications, experience, present position and remuneration, the earliest date of availability,
  • Emails addresses, contacts info, and job position of three referees.

Women are encouraged to apply. In case of equal qualification, the female candidate will have an advantage. Qualified candidates from minority communities are encouraged to apply!

Note that applications without a Motivation Letter or CV may not be considered for shortlisting. Only shortlisted candidates will be contacted!

Employment for this position is subject to funding and final project approval of Caritas Switzerland.

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