Human Resources and Administration Assistant – USAID Stawisha Pwani at University of Maryland1

Project: USAID Stawisha Pwani 

Reports to: Human Resources and Administration Specialist 

Job Summary

The Human Resource and Administration Assistant will support in day-to-day administration and Human resource tasks. He/she will report to the Human Resources and Administration Specialist and will ensure the efficient day-to-day operation of the office, and support the work of management and other project staff.

Roles and Responsibilities

1. Reception 

• Respond to general physical and phone inquiries in a professional and courteous manner 
• Direct phone inquiries to the appropriate staff members 
• Reply to general information requests with the accurate information 

2. Recruitment and orientation 

• Prepare interview documents 
• Prepare orientation documents and organize for orientation meetings for new employees 
• Coordinate with insurance company for staff enrolment (GPA/Medical) 

3. Staff Records Management 

• Ensure all staff files are complete in accordance with institutional policies 
• Ensure all statutory documents/policies are signed and recorded in staff files
• Maintain staff files (both hard and soft copy)
• Update staff lists on a monthly basis as required 
• Maintain staff leave records 

4. Office Administration 

• Sort incoming mail and courier deliveries for distribution 
• Prepare and send outgoing mail, and courier parcels 
• Forward incoming general e-mails and calls to the appropriate staff member 
• Purchase, receive and store the office supplies ensuring that basic supplies are always available 
• Code and file material according to the established procedures 
• Update and ensure the accuracy of the organization’s databases 
• Provide secretarial and administrative support to management and other project staff 
• Make travel/flight bookings, meeting and other arrangements for various project staff 
• Co-ordinate the maintenance of office equipment. i.e. printers 

5. Procurement 

• Maintaining a proper filling system according to established records management procedures
• Receiving the approved requisitions and checking if it’s of the right specifications as directed by the user requirements
• Process accounts payable ensuring timeliness and accuracy of information
• Assist with proper documentation and maintenance of all supply documents including invoices and delivery note awaiting payment
• Preparations of various information/ reports as may be requested

6. HR Reporting 

• Consolidate HR reports 
• Prepare monthly payroll changes 

7. Hotel and flight bookings 

• Make hotel bookings for guests and meetings as required 
• Coordinate the booking of tickets for staff travelling 
• Working with taxi company to organize for airport transfers etc. 

Required Qualification 

• Degree in Human Resource Management.
• Higher Diploma in Human Resource Management.
• 2-3 years of working experience in a similar capacity.
• Ability to communicate and cooperate with everyone in the team.
• Good report writing and analytical skills.
• Highly organized and attention to details. 
• Knowledge of basic MS Office (email, spread-sheets, word, job-related software, etc.).
• Teamwork and participation. 
• Must be a member of IHRM.