Reporting to the HR/Admin Officer Bidibidi, the Human Resource and Administrative Assistant is responsible for providing support for day-to-day administrative requirements, functions, and general office management of the IRC Bidibidi Office.
Key Duties and Responsibilities:
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, Skills and Experience:
- 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.
How to Apply:
All suitably qualified candidates are encouraged to apply online at the link below
Deadline: 4th December 2024
