HR/Administration Assistant at International Rescue Committee

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.