Assistant, Human Resources at International Federation of Red Cross and Red Crescent Societies (IFRC)

Job Purpose

• To provide timely, effective and pro-active administrative and operational support to the HR department.
• To provide on-going data entry and data consolidation in the HR Department
• To support the Nairobi regional team with all administrative tasks related to both national and international staff

Job Duties and Responsibilities

Support to HR department:

• Draft and edit routine correspondence and other documents issued by the HR department to ensure maximum clarity, conciseness and quality.
• Organize logistical and administrative support for external or internal meetings / workshops, such as HR Seminar, and HR internal meetings, briefings.
• Register information on cases related to the Code of Conduct, according to information received
• Assist the process of knowledge building, knowledge sharing and performance
• Maintain the HR archives and HR records of the Regional Office including documentation
• Liaise with the employees and managers to ensure all required information is received in a timely manner
• Support in the implementation and application of the HR policy in the regional office and provide advice and support to employees and managers
• Participate in elaborating projects related to national HR functioning
• Provide suggestions on how to improve HR functioning in the region
• Assist in the circulation of HR department communications

Recruitment, Selection, Placement and Exit

• Organize briefing and debriefing programs for new and departing staff.
• Assist interview process by gathering background information for submissions to the selection panels
• Keeping records of internship programme.
• Support HR colleagues in shortlisting received applications as directed
• Schedule interviews, tests and support with logistics on day of the interviews
• Check references by email and by phone, ensuring that they meet the stipulated requirements
• Assist the HR colleagues in the collection and filing of documents to create complete recruitment files for all positions in the regional office
• Collect and submit the necessary documents for insurance enrollment and updating and ensure that staff have up-to-date insurance cards.

Data entry and HR systems:

• Ensure timely and accurate handling of recurring data entry and consolidation tasks in SAP and other HR systems
• Support the production of regular reports from the various systems in use in HR (Performance review, Learning Platform, SAP, e-recruitment tool, etc.)

Record management

• Preparation and maintenance of staff files and other HR related documents
• Administering and tracking leave records maintenance and monthly verification
• Prepare all new staff files and maintain the existing staff’s files
• Maintain a database of all staff information, documents, expiration dates, etc. and follow up with the appropriate people to get any missing documents or information
• Under the supervision of the HR Officer , receive, track and file all time sheets correctly

Education

• Bachelor’s Degree in Human Resources, Business Administration or other similar discipline. Required

Experience

• 2 years HR experience. Required
• Registered with a professional HR Body (IHRM). Required
• Experience and understanding of Federation systems. Preferred

Knowledge, Skills and Language

• Good knowledge of HR Systems. Required
• Good understanding of HR functions and best practices. Required
• Ability to work well under pressure and meets tight deadlines. Required
• Ability to accurately follow instructions. Required
• Discrete and respect confidentiality. Required
• Excellent organisational skills and a good understanding of the need for effective administrative systems. Required
• Excellent computer skills (MS Office) . Required
• Excellent customer service mentality. Required
• Good communication skills. Required
• Ability to act efficiently in a very complex environment and to prioritize. Required
• Fluently spoken and written English. Required
• Good command of another IFRC official language (French, Spanish or Arabic) . Preferred

Competencies and Values

• Communication, facilitation and listening skills
• Respect for diversity
• Integrity
• Learning and improvement
• Collaboration and Teamwork
• Results focused and accountability
• Creativity and Innovation