HR/Admin Assistant

Job Overview:
Under the direct supervision of the Harar Field Office HR and Adimn Manager the HR/Admin Assistant provides general administrative, and Human Resources management including communication supports for Harar office.  She/He is also expected to have versed representation skills and consistent communication with IRC staff, partners and other clients of the organization.  The position holder will perform Human Resource management, administrative, office correspondence and other essential duties in an efficient and professional manner. This HR/ Admin Assistant post is a support position to an ongoing humanitarian response and local community projects implementation in Harar office
In addition, the HR/Admin Assistant will handle hotel booking, and different HR/Admin related payments.  He/she should carry on his/her duties and responsibilities in an efficient and professional manner. The position holder carries out administrative tasks related to filling and other administrative tasks as requested

Duties and Responsibilities
Summary Statement of Responsibilities:

•    Make sure job advertisement is posted timely.
•    Ensure complete documentation & formalities of new hires
•    Facilitate all HR/Admin Related payments
•    Ensure field staff and guests get accommodation accordingly.
•    Draft internal and external correspondence letters as needed,
•    Initiate and follow up quarter procurement of office supplies and keep available stock balance all the time,
•    Ensure incoming and outgoing letters are filed on the register book in sequential order and documented accordingly,
•    Maintain up to date record keeping and filing of administrative documents,
•    Prepares payroll for temporary workers, and interns,
•    Follow up staff timesheet completed prompt in HRMIS
•    Update internal and external contact sheet regularly,
•    Collect medical receipts from staff members, checked and sent to insurance company, keep track of it and maintain hard copies of the documents. Follow up insurance claim settlement
•    Maintain up-to-date employee and dependents list for insurance purpose,
•    Support & help the written & interview assessments for candidates
•    Supervise office cleaners and cook assigning their duties and monitoring/guiding in the workplace
•    Performs any added tasks as assigned by his/her supervisor

Safeguarding Responsibilities: – 

•    Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in IRC [team/ Harar office]
•    Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies.
•    Controlling the entrance and departure of employees, visitors, and vehicles according to
Protocols