Human Resource Associate

About International Foundation for Electoral Systems (IFES): Together we build democracies that deliver for all. Our independent expertise strengthens electoral institutions/systems and builds local capacity to deliver sustainable solutions. As the global leader in democracy promotion, we advance good governance and democratic rights by providing technical assistance; empowering the underrepresented to participate in the political process; and applying field-based research to improve the electoral cycle. We believe that trusted electoral institutions deliver credible elections, effective governing institutions are accountable to the people they serve, all people safely participate in civic and political life on an equal basis and technology, information and data positively serve elections and democracy. Since 1987, IFES has worked in over 145 countries – from developing to mature democracies.

The greatest assets of IFES are our team members. IFES offers competitive benefits and pay, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High Quality Decision-Making, Accountability, Teamwork and Collaboration. 

IFES COVID-19 Vaccine Requirement: Ensuring Adequate COVID Safety Protocols for, International Foundation for Electoral Systems has adopted a policy requiring all employees be fully vaccinated before their start date. Therefore, all IFES positions will require proof of a full COVID-19 vaccination as a condition of employment. Please note, any submission of falsifying records or misleading information would result in a dismissal of your employment application

Incumbent of this position will be required to come to office on a Hybrid schedule when IFES's offices opens up.

Job Responsibilities:

MAJOR DUTIES AND RESPONSIBILITIES:         

Human Resources

• Post positions on job boards and input into internal database and other talent acquisition duties as assigned.
• Perform reference checks on candidates and employment verifications.
• Assists with onboarding of new staff and new hire orientation; create name plates, confirm completion of employee file folder documents.
• Provide benefits support as needed to include annual open enrollment
• Assists with employee relations matters and the performance management process
• Provide support with project start up and close out, including activities such as: research, formatting documents, employment agreement support, and the separation process among others
• Coordinate logistics for HR training and development needs and assist with the implementation and the coordination on the learning management systems as needed.
• Assist with records management
• Conduct ongoing audit and/or quality control of the employee folders.
• Assist Human Resources with allowances, performance management activities, special projects and audits.
• Provide ongoing support to the HR systems as needed
• Assist with annual audits as needed
• Assist with monthly reconciliation of Human Resources department’s credit card.
• Deliver on special projects and assist with research as needed
• Performs other duties as assigned.

Office Management/Facilities/Reception Duties

• Manages employee access cards. Activates and terminates employee access as necessary. Ensures that the system database is up to date. Acts as the liaison between IFES and vendor.
• Provides a welcoming, inviting, and professional atmosphere for IFES guests.
• Facilities maintenance for HQ office. Coordinating with IFES building management and their various departments. Assisting with facilities duties as needed.
• Performs routine maintenance on office equipment and arranges repair of equipment.
• Orders supplies on a weekly basis. Conducts weekly inventory of supplies. Acts as the liaison between IFES and supply vendor/s.
• Tracks deliveries and packages coming into and being sent from IFES.
• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate staff or department.
• Assists with the coordination of office events and other logistics
• Answers questions about organization and provides callers with address, directions, and other information.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Update the security phone with accurate phone numbers for employees.
• Consistently and accurately update extension list for all employees.
• Acts as point of contact for all service requests and manages services requests.
• Maintain the records room and any applicable projects.
• Processes incoming/outgoing mail and packages including couriers.

POSITION REQUIREMENTS:

Education:  Bachelor’s Degree in a related field preferred or a High School Diploma and experience.

Experience:  0-2 years’ experience in related field with bachelor’s degree or High School Diploma and 2 plus years of experience. Experience coordinating front desk duties a plus. Prior facilities experience preferred. Ability to maintain professional demeanor when dealing with difficult calls. Experienced with Microsoft Excel, Word and PowerPoint required. Detailed oriented and organized. Ability to work independently. Ability to prioritize and meet deadlines. Strong communication skills. Collaborative, team oriented individual.

Related Skills or Knowledge:  Experienced with Microsoft Excel, Word and PowerPoint required.  Detailed oriented and organized.  Ability to prioritize, take direction, and handle varied tasks within deadlines.  Strong communicator, both verbally and in writing.  Collaborative, team oriented individual

LANGUAGE SKILLS:  Fluency in English and proficiency in at least one other language.

TRAVEL:  International travel may be required and may include travel to fragile and/or conflict zones.

WORK AUTHORIZATION: Candidate must be authorized to work in the United States of America. We are an e-verify employer. 

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT: Job requires bending, stooping, lifting, and standing. Prolonged periods of sitting at a desk and working on a computer. The position requires the ability to speak, hear, see, and lift up to 15 pounds at times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

WHAT WE OFFER:

• Medical, Dental, and Vision insurance
• Monthly Benefit Allowance paid directly to all employees
• Employer paid life and AD&D insurance at 3x base salary
• 401(k) retirement plan with 1:1 employer match up to 6%
• Employer paid Short and Long-Term Disability insurance
• Generous vacation (starting at 3 weeks and increasing with time of service), sick leave, and personal leave
• 11 Paid Holidays
• Paid Parental Leave
• Employee Assistance Program