HR & Administration Assistant

Role and responsibilities

The purpose of the HR & Administration assistant position is to assist in the day-to-day implementation of the support functions responsibilities.

Generic responsibilities:

• Ensure compliance with NRC policies and the local labor law in all procedures and processes.
• Assist with the implementation of support function portfolio according to plan of action.
• Provide support in recruitment processes, including advertisements, filling applications, inviting candidates, organizing interview venues & attend, etc.
• Assist in the implementation and training of staff in NRC’s HR policy and procedure.
• Promote and share ideas for improvement of the support function.
• Coordinate with relevant partners, suppliers, authorities, lawyers etc.
• Property handle complaints and grievance procedures
• Provide assistance in administering benefit programs, staff contributions to relevant statutory bodies (social security etc.);
• Process documentation and prepare reports related to personnel activates (staff list, staff recruitment, Contracts, and leave balance, trainings, grievance, and Performance evolution etc)
• Complied and update employee records and files, (hard and soft copies)

Specific responsibilities

• Provide and facilitate induction for new staffs joining NRC;
• Ensure each staff has employment contract, JD and other relevant documents in their personnel file;
• Follow up and report on the status of performance management and documentation to line manager;
• Provide support on facilatating contract agreement for incentive workers, casual workers and temporay staffs;
• Update and generate monthly records and reports such as staff list, leave and other HR statistics;
• Update tracking sheet for personal files and communicate the same with country HR team to fill the gaps and make sure that all files are updated and have the necessary documents;
• Ensure confidentiality of all information related to responsibility;
• Follow up the pension forms to be filled; have one copy for personal files; submit the forms to Pension Office; collect pension ID cards from this office; and give the ID card after getting signed by the respective staff;
• Assist in incentive and Casual Worker Payroll preparation by providing relevant data (new staff recruited, Salary adjustment, promotion as well as absences, etc.)
• Assist in monthly National staff payroll information preparation by providing relevant data (new staff recruited, Salary adjustment, promotion as well as absences, etc.)
• Coordinate HR projects (Meetings, trainings) and take minute
• Ensure effective and efficient utilization of resources;
• Perform any assignment given by immediate supervisor.

 In the absence of HR &Administration Coordinator

• Ensure the office is fully stocked with appropriate stationery and other supplies
• Document TARs and facilitate issuance of tickets and hotel accommodation for visitors
• Assist in making travel arrangements, booking of flights and hotel accommodation for visitors
• File Administrative documents according to procedures
• Arrange for staff and visitors accommodation, and liaise with Logistics department on the arrangement of transportation
• Keep best recording and filling of incoming and outgoing letters to and from NRC

 Professional competencies

These skills, knowledge and experience are important for effective performance.  

•  BA in Human Resources Management, Management or Business Administration
• Understanding of the relevant Ethiopia Labor laws and statutory requirements
• Minimum of 3 years of work experience with related field
• Good communication and interpersonal skills
• Wide knowledge of the NGO operations and the dynamics of the humanitarian sector
• Strong personnel administration orientation
• Keen sense of compliance with policy and procedure
• Good employer- employee contract negotiation skills
• Personal conflict resolution and problem solving skills
• Strong organizational and team working skills
• Good cultural and awareness and sensitivity
• Basic employee counselling skills
• Highly approachable, trustworthy and confidential
• Good computer application skills in Microsoft Excel, Word, PowerPoint, database and network communications. 

Behavioral competencies

• Handling insecure environments
• Managing resources to optimize results
• Empowering and building trust
• Managing performance and development
• Planning and delivering results

 Context related skills, knowledge and experience

• Example: Knowledge of the context in Ethiopia
• Example: Knowledge of the country labor law
• Example: Experience with start-up, exit or similar