Job Title: HR/Administration Assistant – IRC

Published · Updated

Sector: Human Resources

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Lodwar, Kenya

Job Description

The HR/Administration Assistant will work with the HR/Admin Officer in carrying out all aspects of HR/Administration support at Lodwar IRC office.

Key Responsibilities

Timesheet Management

  • Ensuring timesheets are submitted on a timely manner in Lodwar office and the same is forwarded to Nairobi on time.
  • Updating the timesheet tracking schedule monthly and sharing with the HR Admin Officer by the 20th. 

Leave management.

  • Liaise with HR Officer to update the staff leave data base monthly.
  • Ensure that leave forms are sent to Nairobi on a timely manner.

Recruitment

  • Assisting HR Officer in recruitment of field support staff
  • Preparing orientation schedule for newly recruited staff
  • Assist in preparing Interview outcome reports for all interviews attended under my jurisdiction.

Staff movement

  • Liaising with Nairobi Admin and Logistics to ensure advance hotel reservations and pick up of staff and visitors at the Airport. 
  • Raising payment vouchers (road travel per diems/travelling allowances) for staff travelling out of duty station on mission
  • Updating the flight tracking tool and sharing with the HR officer monthly by the 20th of every month.

Communication

  • Booking appointments for the Field Coordinator and all managers as requested 
  • Managing internal and external telephone conversation.
  • Establishing and maintaining staff and partners/stakeholders contact information.  
  • Focal person at the reception desk
  • Receiving and responding to all internal and external enquiries.
  • Taking minutes in meetings and forward to HR Officer.

Additional Support

  • Ensuring utility bills/invoices (Telephone/Newspaper/ Flight e.t.c) are paid on a timely manner.
  • Maintaining Administration stationery supplies for both the Field Coordinator and HR Admin Office
  • General filing of HR documents
  • Raising PRs under HR/Admin & Conducting other administrative and support duties as assigned by the HR Officer
  • Capacity building
  • Relieving the HR Officer whenever the HR Officer is out of the field station.
  • Undertake any other duties and generate HR Admin reports as part of capacity building within the department.

Key Result Areas

  • Provision of effective and efficient administration support services.
  • Implementation of IRC policies and procedures.
  • Day-to-day efficient operations of the Administration office.

Qualifications

  • Degree/Diploma in Business Administration, or other related field.
  • At least 2 years’ experience in administration in a busy office, preferable with a development organization.
  • Excellent computer skills: Word, Excel, Access.
  • Knowledge of administrative rules and regulations.

Required Experience & Competencies:

  • Demonstrated ability to perform wide range of inter-related complex administrative services.
  • Excellent communication skills.
  • High level of personal initiative, pro-active problem solving and analytical skills.
  • Ability to work with minimum supervision.
  • Ability to supervise and train support staff.

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct.  These are Integrity, Service, Accountability and Equality.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons, and several others.

Gender Equality: IRC is committed 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 supportive benefits and allowance.

Kenyan nationals are encouraged to apply.  International allowances are not available for this position. Salary and employee benefits are compliant to the Kenyan NGO Sector. 

IRC is an Equal Opportunity Employer and considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

Disclaimer:

Please take note that International Rescue Committee (IRC) does not ask for any fees in connection with its recruitment processes.

For application: https://rescue.csod.com/ux/ats/careersite/1/home/requisition/42450?c=rescue

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