Position: HR/Admin Assistant
Number required: 1(One)
Location: Mayayni refugee camp, Shire, Tigray region
Length of Employment – Definite
Salary & benefits – ETB 6974.00 to 7689.00/month based on the candidate’s qualification
Posting Date – Dec 13, 2017
Closing Date – Dec 19, 2017
Vacancy code: SFO/003/17
ORGANIZATIONAL DESCRIPTION:
The International Rescue Committee (IRC) is one of the largest humanitarian agencies in the world, providing relief, rehabilitation and post-conflict reconstruction support to victims of oppression and violent conflict. IRC has worked for over eight decades in the world addressing both the immediate, lifesaving needs of conflict affected people in an emergency and the reconstruction needs in post conflict societies. The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and thorough accountability to those we serve.
SCOPE OF WORK/ JOB PURPOSE:
Under the direct supervision of the Camp Manager and technical supervision of HR/Admin Officer, the HR/Admin Assistant will perform routine HR and administrative duties, including secretarial, office correspondence and reception duties in an efficient and professional manner.
Specific RESPONSIBILITIES:
Human Resources Management:
Maintain a thorough knowledge of personnel policies.
Maintains up-to-date tracking of all kinds of leave for the National Staff and share to FO every month.
Post vacancy announcements both internally and externally as required and Participates on grade 1-2 hiring; maintain interview notes and interview tracking sheet for each position interviewed.
Checks references for selected applicants.
Prepares Employment Contract for local hires (national staff).
Completes all personnel forms required and opens files with all the necessary documents for all newly-employed staff.
Assist the on boarding process and organize orientation for new staff; and maintain records of orientations provided for each staff.
Assist all terminated employees to fill out exit interview forms and send it to Addis up on need.
Files, updates and maintains personnel files according to the personnel file check list (using separators).
Assists training providers with room and material arrangements during in-house trainings at the FO level; and maintain training data base.
Responsible to continuously up-date the IRC’s system of record for Employee Data ( WORK DAY)
Keeps Employee Data confidential and handles reports securely in accordance with HR policy.
Administrative:
Responsible for follow up and collection of timesheet from camp based HR/Admin Assistants and the Adihaush/Mayiayni staff; and make them ready for sending to FO according to the schedule.
Files incoming and outgoing letters; and retrieves them upon need.
Raise PR for quarter purchase of stationeries and maintain available stock all the time. Issue stationeries for staff members upon request and maintain tracking of stationeries.
Compiles and submits completed pension documents to pension office on a regular basis; collects pension ID from the pension office and distributes for the staff.
Collect medical receipts from staff members, submit it to the HR focal person in Addis to be checked and forwarded to insurance company, keep tracking of it and maintain hard copies of the documents; and distribute the reimbursed amount to staff.
In collaboration with FO, Facilitate travel booking and arrangements for IRC Shire staffs and IRC guests. Arrange vehicles to pick and/or accompany the staff/guests from/to airport in collaboration with Camp Manager & SC department in Shire.
Prepares all payments related to temporary staff at Adiharush and Mayayni camps.
Update internal and external contact sheet and shares regularly.
Visit PO Box and collect mails on a regular basis; and sorts out the mails based on their appropriate categories.
Supervise Cleaners and Cook at Adiharush and Mayayni camps.
Performs additional HR/Admin tasks as assigned by his/her Camp Manager and HR/Admin Officer.
EDUCATION:
EXPERIENCE:
SKILLS REQURED:
· Basic computer knowledge (word excel and outlook).
· Basic English in both spoken and written.
· Good communication and interpersonal skills.
· Ability to work under pressure.