Human Resources & Administration Officer – AHA Centre

Job Title: Human Resources & Administration Officer
Unit : Corporate Affairs Division
Reporting to : Director of Corporate Affairs Division
Supervising : Administrative Assistant, Receptionist

Broad Statement of Function

A. Assist the Director of Corporate Affairs in the implementation of human resources, administrative
and procurement functions;
B. Carry out activities pertaining to day‐to‐day running of the administrative operations of the AHA
Centre;
C. Assist in administering the implementation of programs and projects implemented by the AHA
Centre;
D. Carry out any other day-to-day assignments as tasked by his/her supervisor

Primary Responsibilities

Manage and carry out the AHA Centre’s activities pertaining to administration and human resources management; and ensure a high level of professionalism in those areas

1. Human Resources Management Tasks:

  • Assist in implementing strategic human resource policies that enable the AHA Centre to
    effectively fulfil its mandate by recruiting the right type of staff, and deploying and developing
    them effectively;
  • Manage the recruitment process of the AHA Centre staff and its project(s) staff;
  • Administer the letters of appointments (new letter of appointment or extension) and other
    personnel documents in relation to staff appointment;
  •  Organise and carry out induction courses to new staff as well as the refresher course for all staff;
  • Maintain the staff members’ personal record both in hard copies and soft copies in the system;
  • Maintain the Consultant register, administer agreement/contract and the documents filing of
    Consultants in both hard copies and electronic copies;
  • Ensure to maintain and update the accurate job descriptions within the organisation;
  • Maintain insurance matter related to staff, as well as liaising with insurance company;
  • Maintain the leave record management system and verify annual leave records;
  • Assist in coordinating training activities for staff in line with human resource development
    strategy;
  • Organise probationary and annual performance evaluation exercises for all AHA Centre staff
    members;
  • Prepare exit separation documents for staff members leaving the AHA Centre.

2. Administrative tasks:

  • Administer procurement of goods and services required for the office as well as the Standby
    Arrangement of Assets and Capacities;
  • Manage the filing, storage and security of AHA Centre documents;
  • Manage the administrative requirements for the repair and maintenance of office and computer equipment;
  • Assist in facilitating necessary permits/licences from government(s) for building maintenance;
    utilities; official vehicles and other equipment;
  • Assist in managing the AHA Centre’s facilities, including: premises and equipment; fixed assets
    inventory; insurance; and office renovations where necessary;
  • Administer incoming/outgoing shipment of personal effects of staff members;
  • Administer official travel arrangements of staff members, including reservation and issuance of
    air travel, hotel accommodation and appropriate daily subsistence allowances;
  • Establish and maintain suppliers accounts/database;
  • Administer the legal documents or contract with third party (suppliers, vendors etc)
  • Ensure that administrative and human resources procedures follow principles of good
    governance while ensuring speedy delivery of services in the context of an emergency operations
    organisation;
  • Ensure adherence to the AHA Centre administrative rules and procedures;
  • Prepare tenders and administer tender awards and contracts process;
  • Obtain legal advice on various issues;
  • Communicate with other Division/Units officers to adhere to all necessary aspects of corporate
    affairs, in particular administration, procurement, human resources, legal etc.;
  • Ensure the organisation’s safety and security measures are implemented;
  • Develop, update in a timely manner and implement general administrative procedures of the
    AHA Centre;
  • Organise and manage the visa and other legal documents needed by staff members or
    Consultant if deemed necessary, and act as the single contact point for all matters related to visa.

3. Others:

  • Perform other related duties as required as assigned by the Director of Corporate Affairs.

 

Job Qualification

Education

  • Preferably Master’s Degree or Bachelor’s Degree in one or more of the following disciplines:
    Business Administration, Management, Human Resources Management, or relevant studies
    Experience
  • At least 5 (five) years of proven experience with Master’s Degree OR minimum of 8 (eight) years of
    proven experience with Bachelor’s Degree, specifically in the area of office administrative
    processes, procurement and human resources management;
  • Experience working in an emergency response operations in an inter-governmental, international
    organisation and/or private sector, desirable;
  • Exposure to relevant activities dealing with various international organisations, related institutions
    and/or private sector, desirable

Competency Profile

Technical Competency

  • Proficient knowledge in:
    • Human resources management;
    • Procurement system;
    • Travel administration;
    • Inventory system;
    • Office security and emergency system;
    • Computerised Human Resources Management systems;
  • Contract management skills;
  • Computer skills including the ability to operate spread sheets and word processing programes;
  • Exposure to disaster emergency response operations desirable;
  • Good regional and international awareness of developments in disaster management is an
    advantage

Managerial Competency

  • Awareness of regional and international issues;
  • Good emergency management skills;
  •  Ability to facilitate operations;
  • Good command of oral and written English;
  • Good communication skills;
  • Good relationship management skills

How to Apply

You may apply by sending your application to admin@ahacentre.org, highlighting your suitability and potential contribution to the position together with a detailed CV, certified true copies of educational certificates obtained and completing the AHA Centre Application Form, which can be downloaded here before the deadline.

Please ensure that the total size of your email including attachments is no more than 5 MB. Please indicate the name of the position that you are applying for on the subject of your email. Incomplete applications will not be considered.

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Association of Southeast Asian Nations (ASEAN) is a regional-intergovernmental organisation founded in 1967, to promote peace and stability, sustain economic growth, shared prosperity and social progress. It comprises ten countries of Southeast Asia.

The ASEAN Leaders at their 19th ASEAN Summit on 17 November 2011 officially launched the ASEAN Coordinating Centre for Humanitarian Assistance on disaster management, popularly referred to as the AHA Centre. The AHA Centre will facilitate co-operation and coordination among ASEAN Member States, and with relevant United Nations and international organisations in promoting regional collaboration in disaster management

The AHA Centre – ASEAN Coordinating Centre for Humanitarian Assistance on disaster management – is an inter-governmental organisation established by 10 ASEAN Member States – Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Singapore, Thailand and Viet Nam – to facilitate the cooperation and coordination among ASEAN Member States and with the United Nations and international organisations for disaster management and emergency response in the region.

The AHA Centre was established on 17 November 2011 during the 19th ASEAN Summit in Bali, Indonesia, through the signing of “the Agreement on the Establishment of the ASEAN Coordinating Centre for Humanitarian Assistance on disaster management (AHA Centre)” by ASEAN Foreign Ministers, witnessed by all ASEAN Heads of State/Govenment.

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