Overview
The role holder is responsible for providing HR, Administrative, and logistical support to the Country Office and Field Office. He/she supports the HR Coordinator in their role of providing advisory and operational support to staff and Line Managers.
Key Responsibilities
- Assist with the mainstream recruitment process by identifying candidates, conducting reference checks and follow up processes.
- Participate and manage the interview process and recruitment of volunteers.
- Support with placement and follow up on new country office hires.
- Provide feedback to the unsuccessful candidates.
- Support the planning and onboarding process for all new hires.
- Support the process of tracking performance reviews.
- Support visits to the field teams.
- Work as a team member supporting the effective functioning of the HR Team.
- Ensure all staff in the designated region are added on staff medical, Group Personal Insurance (GPA) and Group Life Assurance (GLA).
- Support the HR Coordinator in coordinating trauma and medical support services.
- Promote awareness of health, safety and the importance of self-care.
- Provide administrative requests for staff social events.
- Support with follow ups for the procurement of IDs and medical cards.
- Support the preparation of administrative staff requests.
- Support in Submitting month payroll changes.
- Follow up with staff and Line Managers to ensure timely submission of timesheets.
- Provide guidance to exiting staff on separation processes.
- Take overall responsibility for the day to day running of the administration section and logistical support.
- Review, design and implement/coordinate administrative systems.
- Ensure that current strategic focus on administration/office procedures/systems, facilities /Security and fleet are disseminated and well understood.
- Maintain close working relationship with field staff and support sections.
- Ensure that all staff and visitors in the field offices are well briefed of the administrative procedures and systems.
- Ensure all documents and staff correspondences are properly filed on staff personal files.
- Maintain all staff correspondences and documents on the online HR DMS folder.
- Conduct periodic staff file audits.
- Liaise with Regional HR Focal persons to ensure that all staff correspondences are filed on personal files.
- Manage the recruitment process of all Country Office Based Volunteers.
- Updating and reconciling the CBV database Information on VMS CBV system and personnel files.
- Reconcile the Country Office volunteer excel templates and the systems.
- Compiling CBV information on files.
- Drafting CBV volunteer contracts and extensions.
- Coordinate with field teams to ensure staff have access to health and well-being resources.
- Promote a safe and inclusive working environment.
- Assist in special HR projects or initiatives.
- Keep updated with HR best practices in the humanitarian sector.
Required Experience
- At least 3 Years relevant working experience in a busy HR environment, preferably within the INGO sector.
- Experience of 5 to 6 years and above will be added advantage.
- Demonstrated understanding and proficiency in the field of Human Resources Management.
- Good understanding of national legal requirements relating to HR, including labor laws and administrative law.
- Good understanding of employment related statutory requirements, organizational policies, systems and procedures formulation and management.
- Strong experience within recruitment, operating at different levels of the business, and familiarity with competency models.
- Experience and capability with regards to direct sourcing approaches.
- Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
Qualifications
- At least a degree in Human Resources, Organizational Psychology, Business Administration or related course.
- A Post Graduate Diploma in Human Resource Management will be an added advantage.
