Admin/HR Assistant-(Contingent of funding availability) – Baidoa, Somalia

Under the direct supervision of HR/Admin Manager the Human Resource and Administration Assistant will offer support services in Human Resource Management and Administration at the IRC Baidoa office and has strong working link with HR Country office and other IRC Somalia offices.

Specific responsibilities include:

Record keeping

• maintaining up-to-date records (forms, approvals, requisitions) for all staff in relation to

• Personnel files
• Recruitment documents
• Leave reports
• Time sheets
• Training requests and reports
• Performance Management reports
• Benefits enrollment forms
• Payroll documentation
• Exit reports

• Provide employee all policy papers for their acknowledgement when first reporting to work and
• Avail performance setting forms to the new hires.
• Keep the employee’s records in locked place and keep all key accessible only by authorized staff
• Prepare the orientation schedule for new staff
• Ensure timesheets are submitted on a timely manner in Baidoa office and the same is forwarded to Country office on time
• Updating the timesheet tracking schedule on a monthly basis and sharing with the line manager/ Country HR/ Admin Department by the 20th.
• Collect staff annual leave plan and avail leave forms/ tracker by sharing to the HR/ Admin Manager in monthly basis.
• support HR/Admin Manager in recruitments

Administration

• Updating the flight schedule board ensuring all staff and visitors are aware of who or when they are scheduled to travel
• Supervise office cleaners and cook assigning their duties and monitoring/guiding in the workplace.Assist HR/Admin Manager in preparing staff payroll, MoH seconded staff payroll and incentive staff payroll
• Liaising with receiving office to ensure advance hotel reservations and pick up of staff and visitors at the Airport
• Establishing and maintaining staff and partners/stakeholders contact informationOrganizing staff meetings and taking/producing minutes and forward HR/Admin Manager and Field Lead
• Make travel arrangements, booking of flights and hotel accommodation for visitors, update the supply chain on any airport transfers, do other booking appointments such as the meeting room for staff as requested.
• Managing internal and external telephone conversation with billing payments.
• Establishing and maintaining staff and partners/stakeholders contact information
• Organizing staff meetings and taking/producing minutes and forward to line manager.
• Supervise the guesthouse smooth running; cleaning, meals and support to visitors keeping register of guesthouse use;
• Monitoring of general cleanness of the office, and ensure all garages are collated on weekly basis through contactingto the cleaning company
• Maintain box/register of guesthouse and office key issuance
• Keep orders of all stationeries and cleaning materials used in Baidoa office and get monthly stock reports from Supply Chain Department.
• Ensuring utility bills/invoices (rent, Hotel payments, Flight etc.) are paid on a timely manner
• Monitor, and report all office and guesthouse repair needs for upkeep
• Undertake any other duties assigned by the supervisor.

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