Join ChildFund as an Administrative & HR Assistant – Full-Time Role
Background & Job Description
ChildFund International is a globally recognized nonprofit organization dedicated to child development, working across 23 countries to connect children with essential resources, support, and institutions. As part of its commitment to creating a nurturing and empowering environment for children, ChildFund Honduras is seeking a dedicated Assistant, Administrative and HR to join their team in Tegucigalpa, Honduras. This role is a full-time, on-site position under the Country Management Department within the Global Impact Division.
The Assistant, Administrative and HR will be responsible for executing various administrative and human resource functions to support the daily operations of the organization. The position will ensure smooth office management, procurement, logistics, HR-related tasks, and adherence to ChildFund’s internal policies. This role is pivotal in ensuring organizational efficiency, compliance, and optimal employee support within the organization.
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Tasks
Administrative Responsibilities
- Provide excellent customer service by responding to internal and external clients through multiple communication channels, including phone, email, and in-person interactions.
- Manage the reception area by welcoming visitors and ensuring security protocols are followed.
- Maintain an accurate log of office visitors, ensuring compliance with security standards.
- Oversee incoming and outgoing correspondence, ensuring proper documentation and confidentiality.
- Assist the Administrative Officer in procurement processes, including purchase requests, vendor communication, invoice processing, and payment facilitation.
- Support the supply chain and inventory management, ensuring office materials, equipment, and supplies are well-stocked and distributed efficiently.
- Oversee the management of office facilities, including fleet management, maintenance coordination, annual vehicle registration, and assignment of vehicles.
- Coordinate travel arrangements, including ticket booking, reservations, and payment processing for official business travel.
- Organize and manage logistics for meetings, training sessions, and workshops, ensuring seamless execution.
- Ensure proper document filing and archiving, maintaining both physical and digital records.
- Arrange office meeting rooms and coordinate space reservations for events and training sessions.
- Manage messenger services, ensuring timely delivery of documents and correspondence.
- Support in drafting contracts for consultants and processing retention receipts.
- Publish Terms of Reference (TDR) for job postings and manage document collection.
- Oversee basic building maintenance, ensuring a safe and efficient work environment.
- Manage and safeguard the petty cash fund to ensure accurate financial recordkeeping.
Human Resources Responsibilities
- Digitize employee records, maintaining updated personnel files for both active and former employees.
- Coordinate onboarding and offboarding processes, including employee orientation, documentation, and exit procedures.
- Organize training and development sessions, coordinating logistics and ensuring employee participation.
- Manage employee documentation, including issuing employment certificates and ID cards.
- Maintain timekeeping systems, including fingerprint registration for employee attendance tracking.
- Assist in coordinating internal communication and employee engagement initiatives.
- Ensure compliance with ChildFund’s zero-tolerance policy on workplace misconduct and safeguarding protocols.
Join ChildFund as an Administrative & HR Assistant
Qualifications
Education and Certification
- High school diploma or university studies in administrative or related fields.
Experience
- 1-3 years of experience in a similar role within office administration and HR functions.
- Proven experience in office management, including event organization and coordination.
- Knowledge of facility maintenance and fleet management.
- Proficiency in Spanish (oral and written); English fluency is an asset.
- Strong computer skills, including knowledge of Microsoft Office Suite, Teams, Zoom, and database management tools.
- Excellent interpersonal and communication skills.
- Prior experience in human resources tasks, including personnel record management and training coordination, is preferred.
Additional Information
Core Competencies
ChildFund International seeks candidates who embody its core values and competencies, ensuring the organization’s long-term success and impact. These include:
- Teamwork: Collaborates effectively with colleagues, valuing individual differences and contributions.
- Communication: Demonstrates empathy, tact, and storytelling techniques when conveying messages.
- Results-Oriented Approach: Proactively takes action to meet organizational goals and quality standards.
- Decision-Making: Applies critical thinking to analyze challenges, innovate, and improve outcomes.
- Resilience: Thrives in dynamic, high-pressure environments and adapts to changes.
- Digital Literacy: Embraces technology solutions and remains updated on digital trends relevant to HR and administration.
- Problem-Solving: Develops solutions to administrative and HR challenges.
- Leadership & Organization: Effectively manages multiple tasks, ensuring efficiency and order.
Contract and Work Conditions
- Full-time, open-ended contract.
- Location: Tegucigalpa, Honduras (on-site work requirement).
- Competitive salary package based on experience and qualifications.
How to Apply
Interested candidates must submit the following documents via the ChildFund career portal before the application deadline:
- Cover Letter detailing their motivation and relevant experience.
- Updated Resume in English or Spanish.
- Professional references from previous employers or supervisors.
- Copies of certifications and qualifications.
ChildFund reserves the right to close applications early if suitable candidates are identified.
About ChildFund International
ChildFund is committed to promoting the well-being of children worldwide, ensuring they grow up in safe, nurturing, and empowering environments. The organization upholds the highest ethical and professional standards, fostering a diverse and inclusive workplace.
Commitment to Child Safeguarding
ChildFund strictly prohibits all forms of exploitation, abuse, and harassment. All employees must adhere to ChildFund’s child protection policies, undergo background checks, and uphold a safe and ethical work environment.
If you are passionate about making a difference in children’s lives and contributing to a reputable international organization, this role offers a great opportunity to grow professionally while making an impact.
Keywords:
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