Overview
The HR Assistant supports administrative processes by preparing and updating documents and contributing to the delivery of high-quality HR services, in line with ICRC and delegation policies and applicable laws and regulations.
Key Responsibilities
- Provides comprehensive administrative and secretarial support to the HR function.
- Maintains and regularly updates personal information of all resident employees in HRspace.
- Ensures proper organization and maintenance of team space filing systems.
- Responsible for creating and maintaining personnel files for all new employees.
- Manages the archiving process.
- Oversees electronic filing systems.
- Administers the Lotus Notes STM (Juba HR services).
- Follows up on assigned tasks.
- Handles the processing of staff ID cards.
- Ensures timely processing of medical ID cards for dependents.
- Provides support in recording leave and overtime for unconnected staff.
- Submits monthly reports to Staff Health.
- Supports HR activities by assisting in the administration of recruitment processes.
- Ensures effective communication and information sharing on HR-related matters.
- Assists in monitoring, controlling, and verifying data entries made by the Staff Health team.
- Supports staff and line managers in understanding and correctly applying local HR policies.
- Provides backup support to HR Officers when required.
Required Experience
- Minimum of 2 years of relevant experience in Human Resources, Administration, or a similar role
- Experience managing employee records and personnel files (physical and electronic)
- Experience using HR systems or databases (HRIS)
- Strong experience in document management and filing systems
- Experience supporting recruitment processes is an asset
- Proven ability to handle confidential information with discretion
- Experience in an NGO or international organization is an advantage
Qualifications
- Diploma or Degree in Human Resources, Business Administration, or a related field
- Proficiency in Microsoft Office (Excel, Word, Outlook)
