Human Resource and Administration Assistant job at International Rescue Committee | Apply Now

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.