REACH-HR/Admin Assistant Full Time

This position will support the REACH Team and HR and Admin Department to:

–       Ensure that comprehensive HR support is provided for REACH staff.

–       Act as a middleman in completing REACH HR and related admin processes with ACTED’s senior HR and Admin Officer by ensuring smooth and efficient completion.

Duties and Responsibilities:

Managing Staff Mission Leave and Staff Leave:

–       Process and track staff leave requests related to mission trips or regular time off.

–       Ensure accurate record-keeping and timely approvals.

–       Collaborate with relevant departments to manage leave schedules effectively.

Raising Order Forms for Administrative Needs:

–       Generate order forms for office supplies, equipment, or any other administrative requirements.

–       Coordinate with procurement or finance teams to fulfill orders promptly.

Following Up on the Staff Insurance List:

–       Maintain an updated list of staff members covered by insurance.

–       Coordinate with insurance providers to address any issues or changes.

Following Up on Office Administration Issues:

–       Address day-to-day administrative challenges within the office.

–       Liaise with facilities management, IT, and other relevant teams to resolve issues promptly.

Following Up on New Staff ID Printing:

–       Facilitate the issuance of identification cards for new employees.

–       Ensure accurate information and timely distribution of IDs.

Staff Personnel File Management:

–       Maintain confidential personnel files for all employees.

–       Organize and update records related to employment contracts, performance evaluations, and other personnel documents.

–       Ensure compliance with data protection regulations.

Follow-up on the Hiring Process for Assistant Positions:

–        Regularly communicate with candidates who have applied for the Assistant positions.

–        Provide updates on their application status, interview schedules, and next steps.

–        Address any queries they may have during the process.

Posting the Vacancy on Ethio Jobs:

–        Ensure that the vacancy is accurately posted on the Ethio Jobs platform.

–        Include relevant details such as job description, qualifications, and application instructions.

–        Monitor responses and promptly follow up with interested candidates.

Longlisting:

–        Review applications received for the positions.

–        Shortlist candidates based on their qualifications, experience, and alignment with the role requirements.

–        Document the longlisted candidates for further evaluation.

Sending Invitation Emails for Written Exams and Interviews:

–        Craft professional and informative emails inviting shortlisted candidates for written exams or interviews.

–        Specify the date, time, and location (if applicable) for each stage.

–        Attach any relevant materials, such as study guides or interview guidelines.

Sending Different HR Formats for the Candidates:

–        Customize and send necessary forms to candidates, such as:

1.     Offer Letters: Clearly outlining terms of employment, compensation, and benefits.

2.     Background Check Consent Forms: Obtaining permission for reference checks.

3.     Onboarding Documents: Including tax forms, confidentiality agreements, and emergency contact details.

Checking References:

–        Contact provided references to verify the candidate’s background, work history, and character.

–        Document reference feedback accurately and confidentially.

–        Use this information to make informed hiring decisions.

Assist in preparing Monthly Payroll

–        Entering New Employees Data

–        Managing Final Payment for exit staff