Human Resource and Administration Assistant job at International Rescue Committee

JOB DETAILS:
Job Overview/Summary:
Reporting to the Senior HR & Admin Officer, the HR & Admin Assistant is responsible for providing support for day-to-day administrative requirements, functions, and general office management of the IRC Lamwo office.

Duties and Responsibilities:
Recruitment:
• Assist generally in the human resource activities for the national employees (job adverts, interviews, contracts, and personnel files) for the IRC Lamwo.
• Maintain a recruitment resource database (CVs).
• Support with filing of human resource information.

• Draft and track of Staff Contracts/COS with the support of Senior HR & Admin Officer.

Front Office Management:
• Ensure that reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to.
• Ensure that all incoming communications (telephone calls, letters, email etc.) are responded to professionally and reliably passed on to the appropriate person(s)

• Ensure that the mails are collected from the post office on a regular interval and ensure timely distribution of mail/messages.
• Ensuring that the office environment is clean, well-organized, and attractive and that break tea is provided to a high standard of quality and hygiene

• Ensure that Office equipment is switched off accordingly and the premises securely closed.
• Attend to the office telephone, e-mail in a professional manner, and ensure timely distribution of mail/messages.

• Ensure mail pouches to other IRC Offices are dispatched in a timely manner.

Utility Management (Electricity, Water, Garbage, Phone, Security, Internet etc.)
• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc.) including telephone bills.

• Ensure that all subscriptions (email, internet) and other service contracts (photocopier and other machinery servicing contracts) are renewed in a timely manner in liaison with the IT officer
• Under the supervision of the HR/ Administration Officer, compile and submit MTN – CUG telephone numbers by the 20th of every monthly

• Prepare monthly utility reports and submit timely to the HR & Admin. Officer or designate

Events Management (Conference / Meetings) and Travels (in-Country) Management:
• In liaison with the focal person on the personnel committee, coordinate monthly staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the country office.

• Ensure that support is provided in a timely and reliable fashion with travel arrangements, conference venue bookings, meeting arrangements, accommodation booking for staff from other programs and other official visitors.
• Flights focal person- ensure that all the flight requests-local & international are actioned in an efficient manner.
• Coordinate and arrange staff parties.
• In Liaison with the HR/Admin officer, monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staffs.
• Provide timely and proper set-up of conference rooms or venues for various meetings as and when.
• In Liaison with the Administrative/HR Officer, monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates to relevant staffs.

Support to the Human Resource/ Administration function:
• Assist the HR department in organizing staff training sessions, workshops, and activities
• Read and become knowledgeable of the IRC Admin and HR Policies and Procedures
• Prepare the IRC staff list monthly in liaison with the HR/Admin Officer for Lamwo.
• Submit and track medical forms for the newly recruitment staff at Lamwo Office
• Provide support to staff, follow up and report any issues staff are facing with the medical service providers.
• Support with accommodation booking for guests, track visitors to your field site and prepare payments.
• Maintain employee’s database for employee leave and R&R, employee performance evaluation and staff training tracking sheets.
• Prepare exit evaluation grid, collate results, and provide copies to relevant managers in liaison with the Senior HR & Admin Officer.
• Support maintenance of the leavers and departure trackers monthly.
• Maintain and update the timesheet tracking database for national staff in Lamwo and file all timesheets appropriately,
• Secretarial task to ensure OADF forms/Templates are replenished and updated,
• Assist to monitor staff movement to/from the field, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staffs.
• Perform other work-related duties as required by the Senior HR & Admin Officer.

Qualifications
Requirements (Qualifications, Skills, and Abilities)
• University studies/ Higher education degree in Human Resources, Business Administration or any other related course.
• At least 2 years of experience in similar position.
• Proven skills in administration and management
• Strong organizational, interpersonal skills
• Good administrative skills
• Strong written and oral English communications skills
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
• Must be able to work independently while being a strong team player.
• Strong skills in collaboration with multi-cultural and diverse teams
• A team builder with excellent people skills; must be culturally sensitive.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure

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