Assistant RH and Admin – IRC jobs in Burundi
- Location: Bujumbura, Burundi
- Vacancy No: N/A
- Salary: N/A
- Organization: IRC
- Gender: Both
- Deadline: 2024-04-10
Job Description
Based in Bujumbura with provincial branches in Muyinga, Ruyigi and Gitega, the IRC is one of the largest NGOs in Burundi. Its objective is to provide emergency aid, development services and post-conflict reintegration, to work for the protection of human rights and to defend people uprooted or affected by violent conflicts and ‘oppression.
The IRC opened its office in Burundi in 1996, responding to the urgent needs of displaced people, with a focus on water sanitation, environmental health programs and the protection of vulnerable children. With the end of the Burundian civil war in 2006 and the resulting return of Burundian refugees, the IRC took a first step toward post-conflict reconstruction programs.
The IRC implements programs that seek to meet the needs of vulnerable groups, including refugees and returnees, in the sectors of Child Protection, Protection and Rule of Rights (PED), and Protection and Empowerment of Women and Girls (PAF). IRC Burundi also has an Economic Recovery and Development (ERD) program in response to the worsening economic situation and food security.
Under the direct supervision of the Operations Officer and technical supervision in Bujumbura, the Human Resources and Administration Assistant is responsible for handling all tasks related to Human Resources and Administration in Muyinga, as well as collaborate with other local partners in the management of related daily and periodic tasks, as detailed below:
Responsibilities :
- Ensure that attendance registers are regularly completed by employees, record data, analyze it and submit recommendations to the Operations Officer;
- Develop and maintain the time sheet monitoring table for employees based in Muyinga;
- Draw up an orientation table for new employees, ensure that this activity has been carried out properly and have the two follow-up sheets completed by interested parties, then ensure that they are sent to the HR Department;
- Support the Operations Officer in collecting information relating to employees and producing the monthly Human Resources report;
- Participate in the orientation of IRC staff in the area relating to administration and Human Resources .
Management of the leave and time sheets database:
- Ensure that the leave database and TimeSheets are up to date;
- Ensure that any staff requesting leave is in order with the timesheets;
- Arrange all leave requests chronologically.
Gestion administrative
- Provide administrative assistance for purchase, expenditure and expense reimbursement requisitions (PR, PRF, etc.);
- Ensure the monitoring of rental contracts for the guest house and individual accommodations;
- Ensure that updated documents before arrival and upon arrival are communicated to visitors;
- Provide assistance in carrying out office tasks (photocopying, scanning);
- Prepare quarterly purchases of office supplies, stationery, cleaning and toiletries in collaboration with the inventory manager and ensure the management of cleaning products and all office and home supplies;
- Prepare payment requests and ensure all utility bills for the office, guest house are collected and processed for timely payments;
- Report and follow up on all necessary repairs in the office in collaboration with the Logistics department;
- Ensure the tracking of all items such as projectors, flip charts, tables, for meetings and workshops organized inside or outside IRC, in collaboration with the organizers and the Logistics department;
- Supervise maintenance workers and cooks based on their JD;
- Work closely with security guards to ensure door sign-in sheets are completed appropriately;
- Ensure the cleanliness of the office and surrounding areas.
Various supports
- Sending letters to different sites;
- Perform any other tasks requested by the supervisor as part of the work;
- Support the logistics of administering the tests: installing computers, putting the test on the computers, retrieving answers, etc.
Qualifications
- A Bachelor’s degree in HR, Business Administration, Accounting or equivalent diploma;
- 2 years’ experience supporting the human resources department and/or administration;
- Good knowledge of social legislation;
- Excellent interpersonal skills;
- Good communication and mediation skills;
- Great ability to listen, analyze and resolve problems and conflicts;
- Organizational skills and ability to establish priorities and meet required deadlines;
- Team player with a personality attentive to respecting the well-being needs of staff;
- Ability to motivate staff / to reconcile work and family life and encourage others to do so;
- Good oral and written expression in French and a good knowledge of English.
Technical Skills & Abilities:
- Good knowledge of IT tools required (Excel, Word, Power Point);
- Good organizational and planning skills;
- Ability to maintain effective professional relationships at all levels;
- Great organizational, negotiation and teamwork skills;
- Proven level of integrity and confidentiality;
- Ability to work under pressure.
4. Others:
- Respect and enforce the Code of Professional Ethics (IRC WAY);
- Assist in any other task as required by his technical supervisor or hierarchy,
- Perform all other tasks assigned to him;
- Ensure and maintain the confidentiality of all sensitive Human Resources information at all times. Work in a professional manner and present a positive image of IRC;
- Respect the IRC ethics policy;
- Ensure strict compliance with current safety instructions;
- Assist in any other task requested by the supervisor.
Standards of Professional Conduct : The IRC and IRC workers must adhere to the values and principles set forth in IRC Way – Standards of Professional Conduct. These are integrity, service, responsibility and equality. Consistent with these values, the IRC operates and enforces policies on protection of beneficiaries from exploitation and abuse, protection of children, anti-harassment in the workplace, tax integrity and anti-retaliation.
Gender Equality: IRC is committed to reducing the gender gap in leadership positions. We offer benefits that provide an environment conducive to the participation of women in our workforce, including parental leave, gender-sensitive safety protocols and other supportive benefits and allowances.
Equal Opportunity Employer: IRC is an Equal Opportunity Employer. The IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, state civil status, veteran status, disability or any other characteristic protected by applicable law.
All files must include the following elements : A cover letter addressed to the Acting Human Resources Coordinator, IRC Burundi. • Certified copies of diplomas, copies of certificates of services rendered • Identity card • A curriculum vitae • 3 reference people (First and last name, telephone number and email). Incomplete files will not be processed.
The transmission of application files is done electronically.
Disclaimer : IRC does not, under any circumstances, ask for money or credit card details from applicants. Beware of online scams and fraud. IRC assumes no responsibility for any scams or fraudulent activities carried out using our logo or name in an illegitimate manner.
The deadline for submitting applications is April 10, 2024 at 5:00 p.m. local time. Only those who are pre-selected will be invited by IRC to participate in a written test and/or interview.
Eligible female applications are strongly encouraged.
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