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.

The purpose of the assistant position is to assist in the day to day implementation of the support functions responsibilities. Use actions words such as conduct or assist for the position relevant 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
• Provide assistance in administering benefit programs, staff contributions to relevant statutory bodies (social security etc.);
• Process documentation and prepare reports related to personnel activates (staff list, staff recruitment, Contracts, and leave balance, trainings, grievance and Performance evolution etc)
• Complied and update employee records and files, (hard and soft copies)

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. This section shall be revised whenever a new employee is hired or the context changes significantly.

• 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;
• Follow up the pension forms to be filled; have one copy for personal files; submit the forms to Pension Office; collect pension ID cards from this office; and give the ID card after getting signed by the respective staff;
• Assist in incentive and Casual Worker Payroll preparation by providing relevant data (new staff recruited, Salary adjustment, promotion as well as absences, etc.)
• Assist in monthly National staff payroll information preparation by providing relevant data (new staff recruited, Salary adjustment, promotion as well as absences, etc.)
• Coordinate HR projects (Meetings, trainings) and take minute
• Ensure effective and efficient utilization of resources;
• Perform any assignment given by immediate supervisor.

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

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

Internal Contacts:

• Country office HR staff
• All Area department/ program heads
• All NRC staff

External contacts:

• Statutory offices
• HR Benefits service providers
• HR consultancy service providers
• Labor unions and other employee rights interest groups
• HR peer networks

Scale and scope of position

Stakeholders: Key external stakeholders the post has relationships with (e.g. INGOs, local NGOs, civil society, governmental bodies, government labour office )

Information: Brief description of the information resources the post holder is responsible for at CO level (e.g. NRC People, Agresso, Intranet)

Legal or compliance: Term of employment, Code of Conduct, etc.