HR/Admin Assistant

Background:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. The IRC works with people forced to flee from war, conflict, and disaster and the host communities that support them, as well as those who remain within their homes and communities. We began work in Ethiopia in 2000 and are currently implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response. 
The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from ethnic minority groups) enjoy the same rights and opportunities as well as equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor

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

Requirements
Educational Requirements:

 
•BA/Diploma graduate in Social Studies Management & Business Administration
Preferred experience & skills:  
•3 years of relevant work experience for Diploma holder and 0-year experience for BA holder 
•Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications
•Strong organizational and time-management skills; proven ability to prioritize and deliver on time
•Strong analytic problem-solving skills
•Ability to work both independently and in a dynamic, cross-functional global team structure
•Highly proficient in Microsoft Office suite 
•Demonstrated ability to work effectively with stakeholders at all levels
•Ability to manage and work through change in a proactive and positive manner. 

Language Skills:  
•English, language speaking and writing capability are mandatory plus local Language is advantageous. 

How to apply: Candidates meeting the above qualifications are encouraged to apply only through the below IRC On-line recruitment website:
IRC Career Site: 
Please include 3 references from current and former employers.
•Applications will not be returned; IRC discourages phone calls or personal visits.
•Only applicants meeting the minimum qualification will be short listed and contacted.

                  Female candidates are highly encouraged to apply.
Your application letter/cover letter must include the following information. 
•Name of the position you have applied for 
•Date of application 
•Summary of your qualifications and experience 
•Motivation/objective of why you have applied for the job
•Permanent Address and present address (if different form permanent) and telephone number 
•Disclose any family relationships with existing IRC employees.
Are any of your relatives employed by International Rescue committee (IRC)?

IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability. 

IRC strives to build a diverse and inclusive team at all levels who, as individuals and as a group, embody our culture statement, creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients. 

Professional Standards: 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 carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity, Anti-Retaliation, and Combating Trafficking in Persons. 

Gender Equality: The IRC is dedicated 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 encouraging benefits and allowances. 

Minimum Qualifications:Requirements
Educational Requirements:
•BA/Diploma graduate in Social Studies Management & Business Administration
Preferred experience & skills:  
•3 years of relevant work experience for Diploma holder and 0-year experience for BA holder