The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Job Overview:

Under the direct supervision of the Field Manager, and technical support from Adama FO HR department the HR/Admin Assistant provides general administrative, and Human Resources management including communication supports for Harar SO. 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 SO.
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

• Make sure job advertisement is posted timely.
• Keep up-dated staff data base,
• Ensure complete documentation & formalities of new hires
• Facilitate all HR/Admin Related payments
• Ensure field staff and guests get accommodation accordingly.
• Conduct regular communication and supervisory meetings with staff under supervision,
• 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,
• Carries out all types of mandatory reports as per the job segregation out lined among the staff of the department,
• Collect medical receipts from staff members, send it to the HR focal person in Adama to be 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
• Receives and aids visitors courteously; in answering queries and providing information,
• Facilitate exiting staff matters,
• 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

Minimum Qualifications:

Educational Requirements: BA/Diploma graduate in Social Studies

Preferred experience & skills:

• 2 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
• Local Language is advantageous.