The Nova-INVEST (Introducing New Vocational Educational Skills’ Training) program is a vocational training and employment program funded by the BPRM to be implemented in the province of Kandahar and Herat in its fourth phase. INVEST is Mercy Corps’ flagship Technical Vocational and Educational Training (TVET) program running since 2011, focusing primarily on delivering technical vocational skills training for six months to vulnerable Afghans (IDPs, returnees and host community members from 15-40 years old, including youth and women) to increase their self or wage employment after training. The Nova-INVEST program will provide vocational training and an apprenticeship program to 4,000 participants in 2 provinces across 3 years, while working in close coordination with relevant government stakeholders, including the Ministry of Labor and Social Affairs (MoLSA), Ministry of Refugees and Repatriation (MoRR), Ministry of Women’s Affair (MoWA), Ministry of Education (MoE), Governor’s Office, Community Development Councils (CDCs), District Development Councils (DDCs), Provincial Development Councils (PDCs), District Development Assemblies (DDAs), Shuras, community elders; partner INGOs/NGOs, private sector actors such as Chambers of Commerce and business/producer associations.
General Position Summary
The Human Resources Assistant (HRA) is responsible for all human resources related activities in one of the provinces of the program (Kandahar or Herat) with regards to all casual staff (Trainers, Cleaners, Guards) and students (Trainees), including the active support of the rollout of all CARM mechanisms in each vocational training center and across the program (i.e., apprenticeship program) in close coordination with the MEL unit. S/he is responsible for reviewing and maintaining all casual staff service contracts up to date, making sure start and end dates are in line with the approved program timeline and budget and error free. S/he is responsible for making sure the online attendance tracking system (digital fingerprint) is established in each vocational training center and uniformed attendance sheets (hard copy) are rolled out in all vocational training centers for all casual staff and students, as well as the attendance of participants of the apprenticeship program (in outside businesses) and digital skills training (only for Herat). S/he will closely monitor the attendance of casual staff and students by daily visiting the vocational training centers, businesses providing apprenticeship opportunities and private digital skills training providers (only for Herat), and make sure the online attendance tracking system is functioning and attendance sheets are in place and being properly filled out and signed by the responsible staff. S/he will develop and manage an online data base (Google Drive) including all completely signed attendance sheets to be scanned and uploaded on a monthly basis, for both Casual Staff and Trainees. S/he is responsible for developing and/or reviewing the Timesheets of Casual Staff, making sure these are error free. The position holder will spend most of her/his time in the field (80%) and perform desk activities the remaining time (20%).
The Human Resources Assistant reports directly to the Human Resources Manager or Human Resources Director who is based in Kabul. S/he has no supervisory role. The HRA will be based in Kandahar or Herat. S/he will work closely with other relevant departments in Mercy Corps’ provincial office, such as MEL, Finance, HR, Operations, Procurement, Security to ensure proper program implementation according to policies and procedures. S/he will liaise with program participants, the community and private/government stakeholders accordingly as required.
Essential Job Responsibilities
• Assist the program on all HR related activities assigned to him/her related to: service contracts, attendance, leaves of absence, timesheets of all casual staff and students (trainees); including CARM mechanisms for the use of program participants (students), casual staff and community members.
• Make sure the online attendance tracking system (digital fingerprint) in each vocational training center for all casual staff and students is established by Program.
• Prepare ID Card for all casual staff (Trainers, Guards, Cleaners) and program participants.
• Work with IT, MEL and HR to record all casual staff and program participants finger prints in on-line attendance tracking system matching it with the Program ID Card number.
• Monitor, maintain and guarantee proper functioning of the online attendance tracking system (digital fingerprint) in each vocational training center.
• Liaise with the HR department and Program to establish and maintain uniformed attendance sheets (hard copy) in all vocational training centers for all casual staff and students, this includes the attendance of participants of the apprenticeship program (in outside businesses) and digital skills training (only for Herat).
• Daily visits to the vocational training centers, businesses providing apprenticeship opportunities and private digital skills training providers (only for Herat) to actively monitor the attendance of casual staff and students, making sure the online attendance tracking system is functioning (digital fingerprint). Timely written report of anomalies/success to VTC Officer, provincial Program Manager/Coordinator, Financial Officer, Senior Program Manager, HR Manager/HR Director.
• Weekly review of attendance sheets making sure they in place and being properly filled out and signed by the responsible staff on a weekly basis in each class and vocational training center. HR Assistant to provide signature of approval on weekly basis. Timely written report of anomalies/success with regards to the attendance of program participants to VTC Officer, provincial Program Manager/Coordinator, Financial Officer, Senior Program Manager, HR Manager/HR Director, FIN Director.
• Develop and manage an online data base (Google Drive) for attendance sheets of all program participants (students) and Trainers, organized by vocational training center/business providing apprenticeship period, class, period, other relevant field determined by Program.
• Scan attendance sheets of program participants (students) and Trainers on a monthly basis and upload to on-line data base (Google Drive).
• Keep record (hard copy and on-line) of leaves of absence (sick, annual leave, urgent leave, public holiday, other) of all casual staff (Trainers, Cleaners, Guards).
• Develop and/or review Timesheets of Casual Staff, making sure these are error free in terms of actual worked days and hours in close coordination with HR and FIN Department. Train new staff in time sheet procedure.
• Collect and send all casual staff monthly Timesheets and all other relevant documents of service contractors on a timely basis (original documents) to Kabul (Main Office), for adequate and timely salary process.
• Maintain a hard copy filing system of all copies of personnel files for all casual staff (service contractors), including position descriptions, recruitment documents, CVs, contracts, Timesheets, Request Leave Forms, disciplinary notices, performance evaluations, end of service notice letters, all other relevant.
• Provide regular orientation to casual staff on Mercy Corps Afghanistan’s systems, policies, procedures and Code of Conduct; especially to new hires.
• Do not share any HR related matter of casual staff (salary, disciplinary notices, termination, other) with third parties.
• Follow Mercy Corps’ HR Policy, Program guidelines and Afghan Labor Law with regards to recruitment, salary scales, salary payment, tax deduction, benefits, absent days deduction, Performance Evaluations, disciplinary actions, Code of Conduct, end of service notice, termination, other, in strict consultation with HR Department.
• Set and execute a personal workplan according to the tasks assigned by his/her supervisor ensuring to meet deadlines on time.
• Provide regular monitoring reports to his/her supervisor or upon demand.
• Understand, demonstrate and execute basic subject-specific rules and procedures required to the work.
• Notify teams on basic procedures required for processing of transactions.
• Organise and filter information accurately and consistently with set delivery standards.
• Representation of the program within communities and government and private stakeholders.
• Build/ maintain community rapport and acceptance of Mercy Corps and the program.
• Any other tasks assigned by his/her supervisor in line with the role.
• Requires the completion of formal education, up to grade 12th High School (minimum).
• Professional certification, license or technical coursework is preferred.
• University degree is highly desirable (or currently enrolled in the university), preferably in education, business administration, psychology, marketing, economy, finance, international development, social sciences, or a discipline with a strong socio-economic development background.
• 6 months – 1 year previous experience in a similar role is preferred.
• Ability to learn quickly and adhere to MC policies/procedures is a crucial.
• Assists supervisor and/or seniors in program or support operations.
• May provide direct services to program participants in a "skills or activity transfer" capacity
• Strong organizational and data collection skills required.
• Requires report writing or written data collection skills.
• May conduct professional representation of the agency as assigned, guided and approved by management, with public officials, private sector and other I/NGOs
• Requires good judgment and strong adherence to MC policies.
• Advanced knowledge of spoken and written English.
• Advanced computer skills in basic office programs (Word, Excel, Power Point).
• Takes initiative; is proactive and highly organized.
• Possesses strong leadership, communication (verbal and written), time management, problem solving, decision making, critical thinking and interpersonal skills (team player).
• Requires minimal supervision.
• Teachable spirit. High work ethic, high attention to detail.
• Good sense of urgency to accomplish tasks and responsibilities.
• Ability to work under pressure, multi-task and deliver high quality results with a positive attitude.
• Leads by example and motivates his/her team to achieve the program’s objectives and goals.
• Promotes a healthy and professional environment within the team.
• High commitment to the program and Mercy Corps’ values and policies, high passion for humanitarian and development work.
• Conducting him/herself in a professional, ethical and respectful manner at all times, bringing credit to Mercy Corps and not jeopardizing its humanitarian mission inside or outside the workplace.
How to Apply:
While sending your CV & Cover letter in one file, please mention the vacancy number, position and province name in the subject line, application received after the closing date and without subject line will not be given consideration.
Only short listed candidates whose application responds to the above criteria will be contacted for interview. Interested candidates should send their Application to : firstname.lastname@example.org