Position:                                              HR and Admin Assistant

Reports to:                                         Filed Office Coordinator

Supervision of:                                    Cleaner and Cook

Duty station:                                       Akobo

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation. Our task is to improve international protection of refugees and internally displaced persons, and to offer humanitarian assistance regardless of race, nationality or political views. Our efforts are founded on the principle that all human beings are entitled to a life in peace, liberty, safety and equality, as this is expressed in the Universal Declaration of Human Rights. NRC has been working in South Sudan since 2004. Our core activities include Education, Shelter & WASH, Food Security & Livelihoods (FSL), and Information, Counselling & Legal Assistance (ICLA).

All NRC Employee are expected to work in accordance with the organization’s values. to be dedicated,innovative, inclusive, and accountable are attitude and believe that shall guide our actions and relationships.

1. Purpose 

The purpose of the HR/Admin Assistant position is to assist in the day-to-day implementation of the HR/Admin functions responsibilities in the field office

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.

1. Adhere to NRC policies, tools, handbooks and guidelines.
2. Assist with the implementation of the support function portfolio according to plan of action.
3. Prepare and develop status reports as required by management.
4. Ensure proper filing of documents.
5. Promote and share ideas for improvement of the support function.
6. Alerts supervisors on status of staff contracts ie extension, amendments, exit clearances etc.

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.

• Ensuring that copies of valid contracts and job descriptions for all staff are in file the personnel file in the office.
• Prepare the staff list every month.
• Maintain the leave register.
• Maintain HR records, including staff lists, staff files and the leave register.
• Ensure compliance with local labour laws regulations on all staff matters.
• Maintenance of personnel records
• Maintaining all administration files
• Receive, distribute, circulate, and file all the documents that come into the office.
• Ensure that communications are properly referenced and recorded.
• Assist in making arrangements for projects meetings and workshops.
• Maintain and manage a suitable stock of office stationery.
• Receive visitors to the office in a polite and helpful way.
• Ensure that there is appropriate accommodation and furniture for both office and residential needs.
• Oversee all administrative filling and records, and archiving.
• Provide support to the office in all others administrative matters.
• Ensure that new staff attend inductions.
• Request procurement for guest house and office items.

Critical interfaces

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

• HR/Admin colleagues

Vendors/service providers

Scale and scope of position

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories

 Professional competencies 

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

1. Value driven competencies

Values are aspirational attitudes and beliefs that influence the way people conduct themselves. NRC’s values are: Dedicated, Innovated, Inclusive and Accountable.

1. Behavioral competencies:

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results.
• Empowering and building trust
• Communicating with impact and respect

3. Professional competencies 

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

Generic professional competencies: 

•           Experience from working as a Finance Assistant in a humanitarian/recovery context

•           Previous experience from working in complex and volatile contexts

•           Documented results related to the position’s responsibilities

•           Knowledge of English

Context/ Specific skills, knowledge and experience: 

•           High-level competency in computer skills (common Microsoft Windows and Office applications, especially Excel)

•           Fluent speaker of Arabic is an advantage

Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

•           The Job Description

•           The Work and Development Plan

•           The Mid-term/End-of-trial Period Performance Review Template

•           The End-term Performance Review Template

•           The NRC Competency Framework