EpiC Kyrgyzstan Office Manager

FHI 360 is a non-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of EpiC Kyrgyzstan Office Manager. The position will be based in Bishkek, Kyrgyzstan.

EpiC Central Asia Project Description:

Meeting Targets and Maintaining Epidemic Control (EpiC) is an eight-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID). EpiC is dedicated to achieving and maintaining HIV epidemic control and the project provides strategic technical assistance (TA) and direct service delivery (DSD) to break through barriers to 95-95-95 and promote self-reliant management of national HIV programs by improving HIV case-finding, prevention, and treatment programming.

In 2020, FHI 360 through EpiC launched a new multi-year project in Central Asia being implemented in Tajikistan, Kyrgyzstan, and Kazakhstan. Building on the successes to date in the three countries, EpiC is focusing on expanding HIV case finding in the community, and treatment initiation, adherence, and retention support for people living with HIV (PLHIV), with a focus on select key population groups. While EpiC takes a regional approach in the overarching management of the Central Asia project, each country has its own respective targets, priority focus areas and expected deliverables.

The EpiC project is also well positioned to strengthen global, regional, and local public health systems to effectively prevent, detect, and respond to infectious diseases, building on broad experience and existing capabilities that align with GHS priorities, National Action Plans for Health Security (NAPHS), and United States Agency for International Development (USAID) goals. With presence in more than 60 countries and extensive breadth and depth of technical experience in the 11 priority GHS technical areas, FHI 360 and our consortium partners are ready to rapidly implement GHS programming.

Job description:

The EpiC Kyrgyzstan Office Manager (OM) will work under the direction of the Human Resources Manager, Central Asia. S/he will perform a variety of administrative and office support duties. The position will be responsible for creating a safe, clean, comfortable, and welcoming workplace. S/he will also provide HR support functions across recruitment, induction, employment relations, HR policy and procedures, learning and development and office operations.

Position Responsibilities

A.Administrative Support:

• Serves as the primary point of contact for input from internal and external contacts.
• Screens all incoming visitors and vendors and directs them to the appropriate location.
• Receives, logs and distributes incoming mailing and coordinates outgoing mail, including courier packages, office deliveries, and interoffice mail distribution.
• Maintains cleanliness of the office environment.
• Serves as a Security focal point and support the Project Director in ensuring the branch office’s compliance with the FHI 360 security requirements and policies.
• Ensures stable operation of office equipment and internet access through effective communication and coordination with IT professionals and relevant service providers if needed.
• Maintains inventory of office equipment and assets.
• Maintains inventory levels of office supplies, assuring order, and accessibility on a regular basis to meet the needs of staff.
• Coordinates invoicing, and payment for third party office suppliers and vendors.
• Coordinates team meetings, secures facilities, prepares agenda, coordinates speakers, records meeting notes, etc.
• Provides country office staff and visitors with logistical arrangements for their business travel, including transportation and accommodation during their field trips, and assists them with submission of electronic EA when and if needed, and be responsible for logistical arrangements such as visa support, insurance, travel transportation and accommodation.
• Designs and produces general correspondences, memos, official letters, etc.
• Proofreads copy for spelling, grammar, and layout, making appropriate changes.
• Trains staff on office administrative procedures and policies to ensure compliance with safety regulations and company SOPs.
• Supervises Warehouse Coordinator/Driver.

  B.Human Resources (HR) Support:

  • Assists in the recruitment process for the different projects, makes announcements, posts on local website, arranges and schedules interviews with candidates, etc.
  • Prepares different HR forms and arranges personnel files; makes sure to maintain and update the personnel files on a regular basis
  • Assists in maintaining HR related documents (contracts, additional agreements, orders).
  • Maintains Time Reporting System (TESS), staff leave tracker, prepare leave balance reports.
  • Administrates Costpoint system, including creating and updating staff accounts
  • In coordination with HR Manager provides technical support to staff on Costpoint platform, including leave hours, export and review timesheets on a bi-weekly basis.
  • Assists in designing, developing, and conducting surveys of employees on a regular basis, participates in the employee communication strategy, and the data analysis, as well as the action planning that takes place based on the survey results.
  • Develops induction schedule for new staff members, coordinating with all key staff and maintain the induction information to be accurate according to the organization movement.
  • Ensures all new staff have proper materials to start working with the organization according HR management standard.
  • Performs other tasks assigned by the supervisor.

    Qualifications

    • Bachelor’s degree or equivalent in Business Administration, Human Resources Management, or related field.
    • At least 3 years of experience providing full range of HR and administrative support in an office setting.
    • Ability to communicate effectively and tactfully with all levels of staff, individuals from diverse cultures, and the public
    • Ability to handle multiplied tasks and demanding schedules to deliver high quality results on time.
    • Advanced skills in MS Office Suite (Word, Outlook, Excel, PowerPoint, and Access) and HR systems
    • Experience of maintaining personnel files in accordance with local labor law
    • Prior work experience in a non-governmental organization (NGO) desirable.
    • Fluency in written and spoken Russian and English.
    • Excellent oral and written communication skills

      Travel Requirements:

      • Less than 10%, mostly within the Kyrgyz Republic.

        The position is open to Kyrgyz residents and will be based in Bishkek, Kyrgyzstan.

        📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

        ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

        This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

        This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

        FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

        Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

        FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
        
        FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

        Please click here to continue searching FHI 360's Career Portal.