HR/Admin Assistant at International Rescue Committee

International Rescue Committee

Position: HR/Admin Assistant

Job Time: Full-Time

Job Type: Contract

Place of Work: ADAMA,Oromia - Ethiopia

Posted date: 1 month ago

Deadline: Submition date is over

Background:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. The IRC works with people forced to flee from war, conflict, and disaster and the host communities that support them, as well as those who remain within their homes and communities. We began work in Ethiopia in 2000 and are currently implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from ethnic minority groups) enjoy the same rights and opportunities as well as equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor

Job Overview:

Under the direct supervision of the Field Manager and technical support from the Adama FO HR department, the HR/Admin Assistant provides general administrative, and Human Resources management including communication support for Harar SO. She/He is also expected to have versed representation skills and consistent communication with IRC staff, partners, and other clients of the organization. The position holder will perform Human Resource management, administrative, office correspondence, and other essential duties efficiently and professionally. This HR/ Admin Assistant post is a support position to an ongoing humanitarian response and local community projects implementation in Harar SO.

In addition, the HR/Admin Assistant will handle hotel bookings and different HR/Admin-related payments. He/she should carry on his/her duties and responsibilities efficiently and professionally. The position holder carries out administrative tasks related to filling and other administrative tasks as requested

Duties and Responsibilities

Summary Statement of Responsibilities:

• Make sure job advertisement is posted timely.
• Keep updated staff database,
• Ensure complete documentation & formalities of new hires
• Facilitate all HR/Admin Related payments
• Ensure field staff and guests get accommodation accordingly.
• Conduct regular communication and supervisory meetings with staff under supervision,
• Draft internal and external correspondence letters as needed,
• Initiate and follow up quarter procurement of office supplies and keep available stock balance all the time,
• Ensure incoming and outgoing letters are filed on the register book in sequential order and documented accordingly,
• Maintain up-to-date record keeping and filing of administrative documents,
• Prepares payroll for temporary workers, and interns,
• Follow-up staff timesheet completed prompt in HRMIS
• Update internal and external contact sheets regularly,
• Carries out all types of mandatory reports as per the job segregation outlined among the staff of the department,
• Collect medical receipts from staff members, send them to the HR focal person in Adama to be checked and sent to the insurance company, keep track of them, and maintain hard copies of the documents. Follow-up insurance claim settlement
• Maintain up-to-date employee and dependents list for insurance purposes,
• Support & Help with the written & interview assessments for candidates
• Receives and aids visitors courteously; in answering queries and providing information,
• Facilitate exiting staff matters,
• Supervise office cleaners and cooks assigning their duties and monitoring/guiding in the workplace
• Performs any added tasks as assigned by his/her supervisor

Safeguarding Responsibilities: -

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in IRC [team/ Harar office]
• Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding and promote IRC values and adherence to IRC policies.
• Controlling the entrance and departure of employees, visitors, and vehicles according to protocols

Qualifications

Educational Requirements:

• BA/Diploma graduate in Social Studies

Preferred experience & skills:

• 3 years of relevant work experience for a Diploma holder and 0-year experience for a BA holder
• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time
• Strong analytic problem-solving skills
• Ability to work both independently and in a dynamic, cross-functional global team structure
• Highly proficient in Microsoft Office suite
• Demonstrated ability to work effectively with stakeholders at all levels
• Ability to manage and work through change proactively and positively.

Language Skills:

• English, language speaking, and writing capability are mandatory plus local Language is advantageous.

Please include 3 references from current and former employers.

Applications will not be returned; IRC discourages phone calls or personal visits.

Only applicants meeting the minimum qualification will be short-listed and contacted.

Female candidates are highly encouraged to apply.

IRC is an equal employment opportunity employer. IRC considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, or disability.

IRC strives to build a diverse and inclusive team at all levels who, as individuals and as a group, embody our culture statement, creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way: Standards for Professional Conduct. These are Integrity, Service, and Accountability. Under these values, the IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity, Anti-Retaliation, and Combating Trafficking in Persons.

Gender Equality: The IRC is dedicated to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce, including parental leave, gender-sensitive security protocols, and other encouraging benefits and allowances.