Human Resource and Administrative Assistant

Human Resource

Recruitment

• Assist generally in the human resource activities for the national employees (job adverts, interviews, contracts, and personnel files) for the IRC Bidibidi.

• Maintain a recruitment resource database (CVs).

Staff Contracts

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

• Prepare the IRC staff list monthly in liaison with the HR/Admin Officer for Bidibidi/Yumbe.

• Ensure an up to date filing system with all staff personnel information for easy and quick retrieval.

Medical Insurance and GPA

• Submit and track medical forms for the newly recruitment staff at Bidibidi Office

• Provide support to staff, follow up and report any issues staff are facing with the medical service providers.

Staff Leave

• Maintain employee’s database for employee leave, employee performance evaluation and staff training tracking sheets.

Exit Management

• Prepare exit evaluation grid, collate results, and provide copies to relevant managers in liaison with the HR & Admin Officer.

Reporting

• Prepare monthly reports for Bidibidi.

• Maintain the leavers and departure trackers monthly.

• In liaison with the HR and Admin Officer –Bidibidi/Yumbe, prepare monthly payroll information for staff and forward to the Country HR Lead for payroll processing in a timely manner.

Timesheets

• Maintain and update the timesheet tracking database for national staff in Bidibidi/Yumbe and file all timesheets appropriately.

• Support with the online system (PROMISE) leave and Timesheet management for all staff.

Administration

• Attending 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.

• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc) including telephone bills.

• Under the supervision of HR and Admin officer, prepare monthly cash projections for the Human Resources/Admin Department.

• Support with accommodation booking for guests, track visitors to your field site and prepare payments.

• Maintain employee’s database for employee leave, employee performance evaluation and staff training tracking sheets.

• Ensures 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

Qualifications:

• University studies/ Higher education in Human Resources, Business administration or any other related course.

• At least 2 years of experience in similar position.

• Proven skills in administration and human resources 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.