HR & Admin Assistant at Norwegian Refugee Council

Job description

The purpose of this position is to support and assist the Human Resources and Administration Officer in day-to-day management of human resource and administration related issue at Kakuma Area office.

The HR&Admin Assistant reports to the HR&Admin Officer

• Assist in the implementation of the organization policies and procedures
• Provide support in recruitment processes, including advertisements, filing applications, inviting candidates, organizing interview venues etc.
• Update staff records and files, including contracts, leave, medical, timesheets appraisals, etc.
• Generate monthly records and reports such as staff lists, leave and other HR statistics
• Process and follow up claims for medical cover and insurance
• Prepare the regular Incentive Staff payroll data for review
• Ensure Installation, Repair and maintain electrical appliances in the NRC compounds.
• Draw Performance Management schedules, the coordination and follow up to ensure that staff ‘s performance is reviewed during the schedules
• Conduct Regularly, the staff performance review under your line management (conducts work/Development Plan meeting, mid-term review, End-term review and provide regular feedback).
• Conduct on job trainings for the subordinate Staff.
• Prepare monthly estimates of food projection to guide the welfare committee in the monthly procurement of food stuff.
• Requisition, receive, record, distribute and maintain adequate inventory of office and accommodation, catering supplies and consumable.
• Prepare monthly airtime log sheets and requisitions for the office airtime and distribute accordingly
• Ensure order and cleanliness of the offices, compound, accommodation facilities and catering unit.
• Arrange for staff and visitors visas, flight bookings, transport and accommodations
• Arrange for conferences and workshops as may be required by programs.
• Provide secretarial support such as takings minutes, drafting letters, etc.
• Maintain an appropriate filing, retrieval and archiving system for the Office Administration section
• Ensure utility bills e.g. telephone bills, electricity and water bills are paid on time in collaboration with the HR Officer

Qualifications

• Higher National Diploma in Human Resources Management with at least two years’ experience in the same profession. NGO experience & knowledge is an added advantage
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Knowledge of English both oral and written
• Computer skills in MS Office Word, Excel, and Internet.
• Good communication and interpersonal skills
• Understanding of labour laws
• MUST be a member of IHRM

Education level

College / University, Bachelor’s degree

Personal qualities

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect
• Presentable, friendly and patient
• Highly approachable, trustworthy and confidential
• Ability to plan and coordinate with good attention to detail
• Ability to work under pressure and meet deadlines

We offer

Commencement as soon as possible
Duty station : Kakuma
Duration of contract 1 year with possibility of Extension
Salary/benefits according to NRC general directions. The candidate will observe NRC’s Code of Conduct and working hours for the NRC Kakuma office.