Organization: IRC – International Rescue Committee
Location: Harar
Grade: Administrative support – Administrative Services and Support – Generally no need for Higher Education
Occupational Groups:
Operations and Administrations
Human Resources
Administrative support
Closing Date:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.
Background:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. The IRC works with people forced to flee from war, conflict, and disaster and the host communities that support them, as well as those who remain within their homes and communities. We began work in Ethiopia in 2000 and are currently 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.
The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from ethnic minority groups) enjoy the same rights and opportunities as well as equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor
Job Overview:
Under the direct supervision of the Field Manager, and technical support from Adama FO HR department the HR/Admin Assistant provides general administrative, and Human Resources management including communication supports for Harar SO. She/He is also expected to have versed representation skills and consistent communication with IRC staff, partners and other clients of the organization. The position holder will perform Human Resource management, administrative, office correspondence and other essential duties in an efficient and professional manner. This HR/ Admin Assistant post is a support position to an ongoing humanitarian response and local community projects implementation in Harar SO.
In addition, the HR/Admin Assistant will handle hotel booking, and different HR/Admin related payments. He/she should carry on his/her duties and responsibilities in an efficient and professional manner. The position holder carries out administrative tasks related to filling and other administrative tasks as requested
Duties and Responsibilities
Make sure job advertisement is posted timely.
Keep up-dated staff data base,
Ensure complete documentation & formalities of new hires
Facilitate all HR/Admin Related payments
Ensure field staff and guests get accommodation accordingly.
Conduct regular communication and supervisory meetings with staff under supervision,
Draft internal and external correspondence letters as needed,
Initiate and follow up quarter procurement of office supplies and keep available stock balance all the time,
Ensure incoming and outgoing letters are filed on the register book in sequential order and documented accordingly,
Maintain up to date record keeping and filing of administrative documents,
Prepares payroll for temporary workers, and interns,
Follow up staff timesheet completed prompt in HRMIS
Update internal and external contact sheet regularly,
Carries out all types of mandatory reports as per the job segregation out lined among the staff of the department,
Collect medical receipts from staff members, send it to the HR focal person in Adama to be checked and sent to insurance
company, keep track of it and maintain hard copies of the documents. Follow up insurance claim settlement
Maintain up-to-date employee and dependents list for insurance purpose,
Support & help the written & interview assessments for candidates
Receives and aids visitors courteously; in answering queries and providing information,
Facilitate exiting staff matters,
Supervise office cleaners and cook assigning their duties and monitoring/guiding in the workplace
Performs any added tasks as assigned by his/her supervisor
Safeguarding Responsibilities: –
Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in IRC [team/ Harar office]
Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies.
Controlling the entrance and departure of employees, visitors, and vehicles according to protocols
Minimum Qualifications:
Educational Requirements:
BA/Diploma graduate in Social Studies
Preferred experience & skills:
2 years of relevant work experience for Diploma holder and 0-year experience for BA holder
Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications
Strong organizational and time-management skills; proven ability to prioritize and deliver on time
Strong analytic problem-solving skills
Ability to work both independently and in a dynamic, cross-functional global team structure
Highly proficient in Microsoft Office suite
Demonstrated ability to work effectively with stakeholders at all levels
Ability to manage and work through change in a proactive and positive manner.
Language Skills:
English, language speaking and writing capability are mandatory
Local Language is advantageous.
IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.
IRC strives to build a diverse and inclusive team at all levels who, as individuals and as a group, embody our culture statement, creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.
Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.
Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.