Short Term HR/Admin Officer (5 months) 79 views0 applications


The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

JOB OVERVIEW

Under the supervision of the HR manager with coordination HR Coordinator, Field Coordinator, other HR team the HR/Admin officer will support and be the focal person in various HR and admin functions for IRC office such as helping the recruitment, travels and accommodation administrations and ensuring adherence to all personnel policies, recruitment, orientation and training for newly recruited staff and overall office administration.

The HR/Admin officer participates in maintaining and reviewing all administrative and human resource systems and procedures. S/he will ensure uniform compliance with policies and procedures.

KEY RESPONSIBILITIES

  1. Talent Acquisition & Management
  • Supports the hiring managers for all field office recruitment by:
    • Ensuring the position request form is properly completed & shared for advertisement.
    • Contacting candidates for interview.
    • Providing the panel with the interview packs.
    • Contacting referees post interview to support appointment.
    • Sending unsuccessful candidates, regret letters.
    • Maintain updated recruitment files for each position recruited.
    • Coordinate a comprehensive orientation schedule for all new staff ensuring a sign off on orientation with staff.
  • Ensure the following are available for the employee prior to arrival are available:
    • Email address.
    • Laptop.
    • Desk, seat, stationery.
    • Accommodation (where applicable).
    • Transfer support (where applicable).
  • Ensure all new staff are appropriately enrolled onto the payroll and benefits schemes with the appropriate documentation.
  • Maintain staff files with all the requisite documentation. Track any outstanding documents and ensure they are provided within two weeks of appointment.
  1. Performance Management
  • Updating the performance management tracker.
  • Communicate to line managers on reviews due.
  • Ensuring that all staff have been reviewed & goals set.
  1. Travel & Transport:
  • Tracking of TAFs and TORs and ensuring all approvals are made by the authorizing persons.
  • Ensure to share tickets with respective travelers in advance and provide necessary pre-arrival induction and orientation.
  • Ensure and communicate arrivals and departures with supply chain with vehicle and escort arrangement in advance through email.
  • Booking of humanitarian and commercial flights for travelers visiting the country office and travelling to other offices.
  • Coordinate Emergency staff travels, bookings, accommodations, visas and etc.
  • Guide and prepare accommodation arrangement for travelling staff.
  • Preparing payment requests for all travel and accommodation expenses and following up until payment is made.
  • Any other duties assigned as per necessary.
  1. Visa & work permits
  • Prepare invitation letters & forwarding letters for visa for employees visiting the country program.
  • Ensure all international employees apply and receive work permit.
  • Provide tickets and share with relevant national staff.
  • Track that all essential employees have valid multiple entry visas to Kenya & Somalia
  • Laisse with the contact person at the immigration to fast-track issuance of visas & work permit, s.
  • Track all work permits and multiple entry visas to ensure they are renewed in timely manner
  • Ensure all exiting international employees’ work permit is cancelled.
  1. Service & Administration
  • Monitor and ensure that all personnel documents are updated and maintained in the personnel files at the field office.
  • Ensure all employees database is maintained and updated both at the payroll system and the HRIS system.
  • Maintain up to date leave records for staff.
  • Monitor and coordinate timely contract renewals, preparation of ID cards, hiring and termination letters.
  • Follow up and ensure to conduct exit interviews for exiting staff and maintain copies on the file.
  • Overall responsibility for office administration ensuring smooth functioning of the office and portrayal of professionalism- cleanliness, staff attendance, management of visitors.
  • Follow up timely procurement of office supplies and monitor reconciliation of office supplies with the warehouse report from logistics.
  1. Information management: (HRIS)
  • Maintain & update employee records and other HR records on Human Resource Information System: – Input of changes to employee records including new staff, exiting staff & contract extensions/ terminations.
  • Ensures all new staff has access to the HR manual and relevant updates on their benefit usage.
  • Produces reports to monitor HR metrics on staffing, timesheets and recruitment.
  • Follows up on HR audit reports and effects agreed solutions on staff data and information management.
  1. Reporting
  • Provide weekly/monthly reports to the HR lead, Field on the status of:
    • Personnel files
    • Leave
    • Training
    • timesheets
    • Performance Management
    • Benefits
  1. Exit Management
  • Coordinate clearance of staff separating from the organization including exit interviews and final dues payments.
  • Ensure timely deletion of staff from insurance benefits.
  • Advising staff of exit policy & procedure.
  • Providing exit documents as well as guide to the Separating staff.
  • Preparation and sending of resignation acceptance letter to the staff.
  • Timely preparation of final dues.
  • Ensuring signed copies of the final dues documents are received and filed in the staff file.
  • Conducting exit interviews for the exiting staff.
  1. Guest House management
  • Supervise the guesthouse for smooth running; cleaning, meals and support to visitors keeping register of guesthouse use.
  • Supervise and provide instruction to the cleaners/cook cleaner in order to keep clean office and guest house in acceptable manner.
  • Keep copies of keys all Office and guest house as a spare and kept in the office of HR/Admin Officer in case of other keys are lost.
  • Supervise weekly inside/ outside of the guest house /office by pointing out areas that needs to be cleaned by the cleaners.
  • Monitor, and report all office and guesthouse repair needs.
  • Undertake any other duties assigned by the supervisor.
  1. Others:
  • The admin/HR officer will coordinate with other HR team in respective offices.
  • The admin/HR officer will act on behalf of other HR team when necessary and fill the gap.
  • Any other required task that needs to be fulfilled.

Requirements:

  • University Degree in Human Resource management or Business Administration.
  • At least 3 years’ experience with an INGO in similar roles.
  • Strong organizational skills, ability to operate professionally and at a pace that assists in fast tracking various HR & Admin processes and decisions.
  • Ability to manage demanding workload and problem solving.
  • Excellent computer skills, especially word, excel and power point.
  • Excellent in English and Somali both speaking & writing.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, physical or mental ability, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

Female Candidates are highly encouraged to apply.

More Information

  • Job City Baidoa
  • This job has expired!
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The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Since October 2012, the IRC has been responding to humanitarian needs of Nigerians. The IRC initially intervened in response to floods that affected over 7 million people across the country, destroying harvest and damaging homes. The IRC is currently implementing programs in Health, Protection, WASH, Nutrition, Food Security, and Women’s Protection and Empowerment (WPE) in Adamawa and Borno States in North-Eastern Nigeria.

The IRC is dedicated to making women and adolescent girls healthier from the earliest phase of acute crises (a target group most vulnerable during crisis) and implements evidence-based reproductive health interventions in line with the SPHERE-standard Minimum Initial Service Package for Reproductive Health in Crises (MISP). The goal is to ensure that the IRC’s health responses in emergencies include the core package of Reproductive Health (RH) services in its interventions.

The IRC’s Reproductive Health (RH) program is currently implementing (MISP) for RH in 4 health care centers in MMC and Jere LGAs and 1 IDP camp clinic. In addition the program is starting up an emergency mobile programming outside of these areas of Maiduguri in coordination with the WPE team. The focus of this program is to provide quality comprehensive RH and WPE services to conflict-affected women and girls in a timely manner. In addition to the mobile program, the WPE and RH joint mobile teams will be in charge of rapid assessments and rapid response. The mobile teams will be focused in the newly opened LGAs and emergency areas previously inaccessible due to conflict and insecurity. These teams will provide life-saving services to populations outside of Maiduguri, who have not had access to services in approximately 3 years.

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0 USD Baidoa CF 3201 Abc road Full Time , 40 hours per week International Rescue Committee

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

JOB OVERVIEW

Under the supervision of the HR manager with coordination HR Coordinator, Field Coordinator, other HR team the HR/Admin officer will support and be the focal person in various HR and admin functions for IRC office such as helping the recruitment, travels and accommodation administrations and ensuring adherence to all personnel policies, recruitment, orientation and training for newly recruited staff and overall office administration.

The HR/Admin officer participates in maintaining and reviewing all administrative and human resource systems and procedures. S/he will ensure uniform compliance with policies and procedures.

KEY RESPONSIBILITIES

  1. Talent Acquisition & Management
  • Supports the hiring managers for all field office recruitment by:
    • Ensuring the position request form is properly completed & shared for advertisement.
    • Contacting candidates for interview.
    • Providing the panel with the interview packs.
    • Contacting referees post interview to support appointment.
    • Sending unsuccessful candidates, regret letters.
    • Maintain updated recruitment files for each position recruited.
    • Coordinate a comprehensive orientation schedule for all new staff ensuring a sign off on orientation with staff.
  • Ensure the following are available for the employee prior to arrival are available:
    • Email address.
    • Laptop.
    • Desk, seat, stationery.
    • Accommodation (where applicable).
    • Transfer support (where applicable).
  • Ensure all new staff are appropriately enrolled onto the payroll and benefits schemes with the appropriate documentation.
  • Maintain staff files with all the requisite documentation. Track any outstanding documents and ensure they are provided within two weeks of appointment.
  1. Performance Management
  • Updating the performance management tracker.
  • Communicate to line managers on reviews due.
  • Ensuring that all staff have been reviewed & goals set.
  1. Travel & Transport:
  • Tracking of TAFs and TORs and ensuring all approvals are made by the authorizing persons.
  • Ensure to share tickets with respective travelers in advance and provide necessary pre-arrival induction and orientation.
  • Ensure and communicate arrivals and departures with supply chain with vehicle and escort arrangement in advance through email.
  • Booking of humanitarian and commercial flights for travelers visiting the country office and travelling to other offices.
  • Coordinate Emergency staff travels, bookings, accommodations, visas and etc.
  • Guide and prepare accommodation arrangement for travelling staff.
  • Preparing payment requests for all travel and accommodation expenses and following up until payment is made.
  • Any other duties assigned as per necessary.
  1. Visa & work permits
  • Prepare invitation letters & forwarding letters for visa for employees visiting the country program.
  • Ensure all international employees apply and receive work permit.
  • Provide tickets and share with relevant national staff.
  • Track that all essential employees have valid multiple entry visas to Kenya & Somalia
  • Laisse with the contact person at the immigration to fast-track issuance of visas & work permit, s.
  • Track all work permits and multiple entry visas to ensure they are renewed in timely manner
  • Ensure all exiting international employees’ work permit is cancelled.
  1. Service & Administration
  • Monitor and ensure that all personnel documents are updated and maintained in the personnel files at the field office.
  • Ensure all employees database is maintained and updated both at the payroll system and the HRIS system.
  • Maintain up to date leave records for staff.
  • Monitor and coordinate timely contract renewals, preparation of ID cards, hiring and termination letters.
  • Follow up and ensure to conduct exit interviews for exiting staff and maintain copies on the file.
  • Overall responsibility for office administration ensuring smooth functioning of the office and portrayal of professionalism- cleanliness, staff attendance, management of visitors.
  • Follow up timely procurement of office supplies and monitor reconciliation of office supplies with the warehouse report from logistics.
  1. Information management: (HRIS)
  • Maintain & update employee records and other HR records on Human Resource Information System: - Input of changes to employee records including new staff, exiting staff & contract extensions/ terminations.
  • Ensures all new staff has access to the HR manual and relevant updates on their benefit usage.
  • Produces reports to monitor HR metrics on staffing, timesheets and recruitment.
  • Follows up on HR audit reports and effects agreed solutions on staff data and information management.
  1. Reporting
  • Provide weekly/monthly reports to the HR lead, Field on the status of:
    • Personnel files
    • Leave
    • Training
    • timesheets
    • Performance Management
    • Benefits
  1. Exit Management
  • Coordinate clearance of staff separating from the organization including exit interviews and final dues payments.
  • Ensure timely deletion of staff from insurance benefits.
  • Advising staff of exit policy & procedure.
  • Providing exit documents as well as guide to the Separating staff.
  • Preparation and sending of resignation acceptance letter to the staff.
  • Timely preparation of final dues.
  • Ensuring signed copies of the final dues documents are received and filed in the staff file.
  • Conducting exit interviews for the exiting staff.
  1. Guest House management
  • Supervise the guesthouse for smooth running; cleaning, meals and support to visitors keeping register of guesthouse use.
  • Supervise and provide instruction to the cleaners/cook cleaner in order to keep clean office and guest house in acceptable manner.
  • Keep copies of keys all Office and guest house as a spare and kept in the office of HR/Admin Officer in case of other keys are lost.
  • Supervise weekly inside/ outside of the guest house /office by pointing out areas that needs to be cleaned by the cleaners.
  • Monitor, and report all office and guesthouse repair needs.
  • Undertake any other duties assigned by the supervisor.
  1. Others:
  • The admin/HR officer will coordinate with other HR team in respective offices.
  • The admin/HR officer will act on behalf of other HR team when necessary and fill the gap.
  • Any other required task that needs to be fulfilled.

Requirements:

  • University Degree in Human Resource management or Business Administration.
  • At least 3 years’ experience with an INGO in similar roles.
  • Strong organizational skills, ability to operate professionally and at a pace that assists in fast tracking various HR & Admin processes and decisions.
  • Ability to manage demanding workload and problem solving.
  • Excellent computer skills, especially word, excel and power point.
  • Excellent in English and Somali both speaking & writing.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, physical or mental ability, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

Female Candidates are highly encouraged to apply.

2022-08-19

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