Human Resource Assistant at International Rescue Committee

Job Description

• The HR Assistant is responsible for supporting the field HR Office in HR administrative tasks to ensure smooth running of the office.

Key Tasks:

Talent Acquisition:

• Support the assigned recruiter for the field office with all field office recruitment by: -
• Vacancy posting in internal and external media as appropriate.
• Contacting candidates for interview
• Providing the panel with interview packs
• Contacting referees post interview to support appointment.
• Sending unsuccessful candidates, regret letters
• Maintain updated recruitment files for each position recruited.

Talent Management:

• Ensure that all staff requirements prior to arrival are available.
• Ensure all new staff are appropriately enrolled onto the payroll &Employee benefits schemes with the appropriate documentation.
• Maintain staff files with all the requisite documentation.
• Monitor induction process, ensuring that performance objectives are set and, and that post probation evaluation reviews are submitted on timely basis.

Contract Management:

• Monitor expiry of staff contracts and advise the HR Officer on a timely basis.
• Assist in preparing of contracts/LOU’s (Letters of Understanding) for Dadaab Incentive staff i.e. new staff/renewal.

Services and Administration:

• Maintain a thorough knowledge of IRC personnel policies and assist the Human Resource department in ensuring employee adherence.
• Maintain up to date records (forms, approvals, requisitions) for all field staff in relation to
• Personnel files, Recruitment, Leave, Training, Performance Management, Benefits, Payroll, Exit
• Close and archive personnel files on timely basis
• Preparation of mailbag
• Ensure timely submission of monthly timesheets.
• Support localized incentive/refugee recruitments.
• Preparation Incentive/refugee staff Payroll before review by the HR Officer.
• Maintaining stationery supplies for HR Office.

HRIS:

• Support the maintenance of all talent acquisition and management processes on Workday HRIS management system.

Reporting:

• Provide weekly/monthly reports to the HR Officer on the status of Personnel files, Leave, Training, Performance Management, Benefits, Payroll.

Staff training and Development:

• Facilitate all requests for staff training as approved in Annual L&D Plan and maintain database of trainings attended.

Separation Process:

• Coordinate the exit process and ensure finalization of all procedures within one month.
• Ensure timely deletion of staff from insurance benefits.

Qualifications

• At least 2 years’ experience working in a busy HR department.
• Degree / Diploma in Human Resource, Business Administration, Business Management, or related Field.
• Strong interpersonal skills, high degree of flexibility and a team player
• Excellent writing and organizational skills
• Experience working in a multi- cultural society.
• Conversant with word processing, spreadsheet, and email computer applications.