Somalia: Hr/Admin Assistant - Mogadishu

Summary: Reporting to the HR/Admin Officer, the Human Resource and Administration Assistant will offer support services in Human Resource Management and Administration at the IRC Mogadishu office and has strong working link with HR Nairobi and other IRC Somalia offices.

Specific responsibilities include:

· Keep the staff records in locked place and keep all keys accessible to authorized staff

· Provide staff all policy documents to sign when first reporting to work and avail performance setting forms to the new recruit.

· Provide orientation schedule for new staff and settled in the work place

· Ensure timesheets are submitted on a timely manner in Mogadishu office and the same is forwarded to Nairobi on time

· Updating the timesheet tracking schedule on a monthly basis and sharing with the line manager/ Nairobi HR/ Admin Department by the 20^th.

· Compile staff annual leave plans and avail leave forms to staff monitoring leave taking process

· Liaise with HR/Admin Officer to update the staff leave data base monthly.

· Ensure that leave forms are sent to Nairobi on a timely manner

· Assisting HR/Admin Officer in recruitment of field support staff

· Assist in preparing Interview outcome reports for all interviews attended under your jurisdiction.

· Supervise office cleaners, cook and casual workers assigning their duties and monitoring/guiding in the work place.

· Assist HR/Admin Officer in preparing staff payroll, MoH seconded staff payroll and incentive staff payroll in early time of the month

Office Administration

• Updating the flight schedule board ensuring all staff and visitors are aware of who or when they are scheduled to travel

• Liaising with Nairobi Admin and Logistics to ensure advance hotel reservations and pick up of staff and visitors at the Airport

• Updating the flight tracking tool and sharing with the HR/Admin Officer on a monthly basis

• Booking appointments for staff as requested

• Managing internal and external telephone conversation.

• Establishing and maintaining staff and partners/stakeholders contact information

• Organizing staff meetings and taking/producing minutes and forward to Operations Manager.

• Make travel arrangements, booking of flights and hotel accommodation for visitors; update shuttle service on the Admin white board;

• Supervise the guesthouse smooth running; cleaning, meals and support to visitors keeping register of guesthouse use;

• Maintain box/register of guesthouse and office key issuance

• Keep orders of all stationeries and cleaning materials used in Mogadishu office and get monthly stock reports from Supply Chain Department.

• Ensuring utility bills/invoices (rent, Hotel payments, Flight e.t.c) are paid on a timely manner

• Monitor, and report all office and guesthouse repair needs for maintainance

• Undertake any other duties assigned by the supervisor.

  Job specification:

• Diploma in Human Resource Management, Business Administration or related field.

• At least 3 years of experience in HRM, in an NGO set up

• Knowledge on labor laws

• Good computer skills.

• Excellent in English and Somali both speaking & writing

  This position is open to Somali Nationals. International Allowances are not available for this position. Salary and employee benefits are compliant to the Somali NGO Sector.

IRC careers portal as per the following link https://chm.tbe.taleo.net/chm03/ats/careers/requisition.jsp?org=IRC&cws=1&rid=15844