Human Resources Assistant

2 months ago

Bethesda, United States Democracy International Full time
Human Resources Assistant

Democracy International (DI) is seeking to hire an Human Resources Assistant to be based in DI's home office in Bethesda, Maryland. The desired candidate will be primarily responsible for providing administrative support to the DI Human Resources team in Bethesda. We will only consider applicants who are based in the Washington, DC area. This position is a hybrid position and expected to be in office regularly.

The ideal candidate will be highly motivated with a demonstrated record of creating and maintaining organizational systems, and have excellent communication skills (oral and written). The ideal candidate will have an eye for creating efficient processes, enjoy working with people and have an interest and commitment to the work of Democracy International.

Essential Job Duties:

The HR Assistant's major responsibilities will include the following:
  • Support the recruitment and interview process to include job postings, tracking and reviewing candidate applications, phone screens, scheduling of interviews, reference checks, updating the applicant tracking system, and preparation of offer letters.
  • Work with the Admin and Ops Manager to maintain and update employee handbooks and policies.
  • Support all research in respect of HR policies, benefits etc. (e.g. expat allowances, overseas benefits, EEO-1 report etc.)
  • Coordinate onboarding of new hires to include background checks, new hire paperwork, verification and I-9 documentation, enrollment in benefits, and workspace and computer setup.
  • Maintain all HR and employee files including personnel, benefits, I-9, background checks, etc.
  • Coordinate HR projects (meetings, training, surveys, etc.)
  • Answer frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refer more complex questions to the supervisor or appropriate staff.
  • Support all aspects of HR administration for the organization's U.S. and non-U.S. staff as directed
The HR Assistant will carry out other duties as assigned, such as:
  • Assist in maintaining the professional character of the office, including organizing supply room, kitchen, conference areas, and other communal spaces.
  • Tracking, maintaining and ordering all supplies to ensure key supplies are never out of stock and to provide budget estimates.
  • Providing administrative support for IND spending and procurement.
  • Serve as backup for administration and operations colleagues and team.
Secondary Job Duties:
  • Contribute to, and in some cases lead, development of DI internal trainings related to the above based on topic and need.
  • International travel may be required
  • Design and Implement DI team building activities.
  • Coordinate DI staff learning opportunities.
  • Contribute to DI training courses.
Qualifications
  • Degree in human resources, business, finance, or a related field.
  • Minimum 2 years experience as an HR Assistant, staff assistant or relevant human resources/administrative position preferred.
  • Ability to handle confidential information and maintain confidentiality.
  • Strong organizational skills and ability to handle multiple demands, prioritize and produce high quality work under pressure.
  • Commitment to accuracy in all tasks and attention to detail and follow up is essential.
  • Ability to take initiative, function independently and exercise good judgment.
  • Ability to apply a strong customer focus orientation to understand and resolve HR, administrative and operations issues.
  • Strong interpersonal and communication skills.
  • Proficiency in all Microsoft Office applications, basic hardware setup and maintenance.
  • Fluency in English and excellent writing and communications skills.
  • Authorized to work in the U.S.
Reporting and Supervision:
  • This position reports to the Director, Administration and Operations.
Environmental Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Moderate noise (i.e. business office with computers, phone, printers, and moderate traffic).
  • Ability to work in a confined office space/area.
  • Ability to sit and/or stand at a computer desk for an extended period of time.
  • Ability to travel on long plane flights across several time zones and at irregular hours.
Physical Requirements Required to Perform Essential Responsibilities:

While performing the duties of this job the employee is regularly required to;
  • Stand, sit; talk, hear, use of hands and fingers, and perform repetitive motions to operate a computer and telephone keyboard.
  • Reach, stoop, or kneel, to adjust computer and/or telephone equipment.
  • Specific vision abilities required by this job include close vision requirements due to computer work.
  • Hearing abilities required due to telephone.
  • Light to moderate lifting is possible.
  • Travel will require moderate lifting, sitting for extended periods of time, overnight flights across multiple time zones;
  • Regular, predictable attendance is required; as business demands dictate.


Democracy International is committed to providing access, equal opportunity and reasonable accommodation in its employment process for individuals with disabilities to meet any and all physical requirements of our jobs.

Application Process:

Interested applicants must submit a cover letter and CV. Applications will be reviewed on a rolling basis and the position will be filled as soon as a qualified candidate is identified. Incomplete applications will not be reviewed. The starting salary range for this position is $53,000 to $55,000 commensurate with experience. DI will only contact candidates of interest.

All interested applicants must be authorized to work in the U.S. at the time of application.

Democracy International maintains the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All our positions are therefore subject to stringent vetting and reference checks.

About the Organization:

DI provides technical assistance, analytical services and project implementation for democracy, human rights, governance and conflict mitigation programs worldwide for the U.S. Agency for International Development (USAID), the U.S. State Department and other development partners. Since its founding in 2003, Democracy International has worked with civil society organizations, political parties, election-management bodies, government agencies, legislatures, justice-sector institutions, and others in 80+ countries.

DI welcomes and supports a diverse and inclusive work environment. We are committed to equal employment opportunities (EEO) for all applicants seeking employment and for DI employees. DI makes employment decisions based on organizational needs, job requirements and individual qualifications without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, personal appearance, military status, gender identity or expression, genetic information, political affiliation, educational status, unemployment status, place of residence or business, source of income, or reproductive health decision making. Additionally, harassment or discrimination based on these characteristics will not be tolerated at DI. To perform the essential functions of this position, reasonable accommodations are available to qualified individuals with disabilities.

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