Background:

The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, 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.

Summary Statement of duties and responsibilities 

Under the direct supervision of the Camp Manager and technically under HR/Admin Officer, the HR/Admin Assistant will perform routine HR and administrative duties, including secretarial, office correspondence and reception duties in an efficient and professional manner.

Detailed Responsibilities and Tasks: 

Human Resources Management:

• Maintain a thorough knowledge of personnel policies.
• Maintains up-to-date records of all kinds of leave for the National Staff.
• Post vacancy announcements both internally and externally as required and Participates on grade 1-2 hiring; maintain interview notes and interview tracking sheet for each position interviewed.
• Checks references for selected applicants.
• Prepares Employment Contract for local hires (national staff).
• Completes all personnel forms required and opens files with all the necessary documents for all newly-employed staff.
•  Assist the on boarding process and organize orientation for new staff; and maintain records of orientations provided for each staff.
• Assist all terminated employees to fill out exit interview forms and send it to Addis up on need. 
• Files, updates and maintains personnel files according to the personnel file check list (using separators).
• Assists training providers with room and material arrangements during in-house trainings at the FO level; and maintain training data base.
• Responsible to continuously up-date  the IRC’s system of record for Employee Data ( WORK DAY)
• Keeps Employee Data confidential and handles reports securely in accordance with HR policy.

Administrative:

• Responsible for follow up and collection of timesheet from camp based HR/Admin Assistants and the FO staff; and make them ready for sending to Addis according to the schedule.
• Files incoming and outgoing letters; and retrieves them upon need.
• Raise PR for quarter purchase of stationeries and maintain available stock all the time. Issue stationeries for staff members upon request and maintain tracking of stationeries.
• Compiles and submits completed pension documents to pension office on a regular basis; collects pension ID from the pension office and distributes for the staff.
• Collect medical receipts from staff members, submit it to the HR focal person in Addis to be checked and forwarded to insurance company, keep tracking of it and maintain hard copies of the documents; and distribute the reimbursed amount to staff.
• Facilitate travel booking and arrangements for IRC Shire staffs and IRC guests. Arrange vehicles to pick and/or accompany the staff/guests from/to airport in collaboration with SC department in Shire.
• Prepares all payments related to temporary staff at FO level.
• Update internal and external contact sheet and shares regularly.
• Visit PO Box and collect mails on a regular basis; and sorts out the mails based on their appropriate categories.
• Supervise Cleaners and Cook at the FO level.
• Performs additional HR/Admin tasks as assigned by his/her supervisors

• Diploma/BA degree in Human Resource management, management, Accounting, Business Administration and other related fields.
• Three years of relevant work experience for diploma holders or one-year relevant work experience for BA degree holders or 6 months experience as an HR intern within the IRC (all work experiences should be progressive)
• NGO experience is a plus.

Skills Required:

• Basic computer knowledge (word excel and outlook).
• Basic English in both spoken and written.
• Good communication and interpersonal skills.
• Ability to work under pressure.