The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We protect displaced people and support them as they build a new future. We started our relief efforts after World War Two. Today, we work in both new and protracted crises across 35 countries. We specialise in six areas: food security, education, shelter, legal assistance, camp management, and water, sanitation and hygiene.

Reports to: Human Resources Coordinator

Supervision of: None

Duty station: Addis Ababa

Contract Duration: Fixed Term

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability.

• Role and responsibilities

The purpose of the assistant position is to assist in the day to day implementation of the support functions responsibilities.

Generic responsibilities :

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

• Ensure compliance with NRC policies and the local labor law in all procedures and processes;
• Assist with the implementation of support function portfolio according to plan of action
• Provide support in recruitment processes, including advertisements, filling applications, inviting candidates, organizing interview venues & attend, etc.
• Assist in the implementation and training of staff in NRC’s HR policy and procedure
• Promote and share ideas for improvement of the support function
• Coordinate with relevant partners, suppliers, authorities, lawyers etc.
• Property handle complaints and grievance procedures

Specific Responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention.

• Provide and facilitate induction for new staffs joining NRC;
• Ensure each staff has employment contract, JD and other relevant documents in their personnel file;
• Follow up and report on the status of performance management and documentation to line manager;
• Provide support on facilatating contract agreement for incentive workers, casual workers and temporay staffs;
• Update and generate monthly records and reports such as staff list, leave and other HR statistics;
• Update tracking sheet for personal files and communicate the same with country HR team to fill the gaps and make sure that all files are updated and have the necessary documents;
• Ensure confidentiality of all information related to responsibility;

In the absence of Administration Assistant

• Ensure the office is fully stocked with appropriate stationery and other supplies
• Document TARs and facilitate issuance of tickets and hotel accommodation for visitors
• Assist in making travel arrangements, booking of flights and hotel accommodation for visitors
• File Administrative documents according to procedures
• Arrange for staff and visitors online visa application process, booking flights and accommodation, and liaise with Logistics department on the arrangement of transportation
• Keep best recording and filling of incoming and outgoing letters to and from NRC
• Facilitate online visa application to visitors, share invitation letters and necessary documents to obtain visa to Ethiopia
• Competencies

Professional competencies

These skills, knowledge and experience are important for effective performance.

Academic and Professional Qualifications :

• BA in Human Resources Management, Management or Business Administration
• Understanding of the relevant laws and statutory requirements
• Minimum of 5 years of work experience with related field

Professional competencies:

• Good communication and interpersonal skills
• Wide knowledge of the NGO operations and the dynamics of the humanitarian sector
• Strong personnel administration orientation
• Keen sense of compliance with policy and procedure
• Good employer- employee contract negotiation skills
• Personal conflict resolution and problem solving skills
• Strong organizational and team working skills
• Good cultural and awareness and sensitivity
• Basic employee counselling skills
• Highly approachable, trustworthy and confidential
• Good computer application skills in Microsoft Excel, Word, PowerPoint, database and network communications.

• Behavioral competencies (max 6)
• Handling insecure environments
• Managing resources to optimize results
• Empowering and building trust
• Managing performance and development
• Planning and delivering results

Context related skills, knowledge and experience (shall be adapted to the specific position):

• Example: Knowledge of the context in Ethiopia
• Example: Knowledge of the country labor law
• Example: Experience with start-up, exit or similar