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.
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