Administration/Human Resource Assistant – Mogadishu, Somalia

• Organization: IRC – International Rescue Committee
• Location: Mogadishu (Somalia)
• Grade: Level not specified
• Occupational Groups:
  • Operations and Administrations
  • Administrative support
  • Human Resources

 

Reporting to the Human Resource & Administration manager, the HR/Administrative assistant is responsible for supporting the Somalia office in ensuring all administrative needs such as receiving & forwarding calls, managing the reception, booking flights for country team as per employee requests are met. The Human Resource & administrative assistant is the overall in charge of updating country employees’ files, facilitate and support audits, compile timesheets, timesheet trackers and track missing timesheets, leave tracker & ensuring that all staff utilize their leave as per IRC policy.

KEY RESPONSIBILITIES

Personnel Administration:

The admin assistant is responsible for supporting and ensuring country office administrations are well implemented in consistence and according to IRC policies:

• Ensure Country staff files are updated regularly as per the check list.
• Ensure online staff files are regularly reviewed, updated, and maintained in the box.
• Ensure all staff have valid staff IDs by liaising and coordinating with HROs.
• Ensure timesheets are submitted on a timely manner from field offices.
• Compile and update the timesheet tracking schedule from field offices monthly and regularly monitor and follow up on missing time sheets.
• Updating the leave tracker for all employees
• Verification of leave prior to approval,
• Custodian of leave application form,
• Manage the use of leave by staff to prevent undue levels of accruals,
• Maintain a thorough knowledge of IRC personnel policies and advise staff where necessary accordingly.
• Any other duties assigned as per necessary.

Audit Facilitation and support:

• Prepares for audit by researching materials, formulating a plan of action.
• Supports external auditors by coordinating information requirements.
• Ensure all Files and data are updated and prior communicated
• Work closely with the auditor in submission and verifying to the documents required.
• Ensure audit recommendations are documented and implemented.
• Attend audit closeout meeting.

Travel & Transport:

• Maintain and update the country director and his deputies’ travel TAFs and TORS.
• Tracking of TAFs and TORs and ensuring all approvals are made by the authorizing persons.
• Ensure to share tickets with respective travelers in advance and provide necessary pre-arrival induction and orientation.
• Ensure and communicate arrivals and departures with supply chain with vehicle and escort arrangement in advance through email.
• Booking of humanitarian and commercial flights for travelers visiting the country office.
• Guide and prepare accommodation arrangement for travelling staff.
• Preparing payment requests for all travel and accommodation expenses and following up until payment is made.
• Any other duties assigned as per necessary.

Visa & work permits

• Prepare invitation letters & forwarding letters for visa for employees visiting the country program.
• Ensure all international employees apply and receive work permit.
• Track that all essential employees have valid multiple entry visas to Kenya & Somalia
• Laisse with the contact person at the immigration to fast-track issuance of visas & work permit, s.
• Track all work permits and multiple entry visas to ensure they are renewed in timely manner
• Ensure all exiting international employees’ work permit is cancelled.

Office Administration and support

• Distributing of monthly telephone bills and preparing payment requests for the same,
• Ensuring all documentation is provided by IRC contracted consultants and preparing payment requests for the services rendered.
• Typing, and editing official correspondence as requested,
• Planning and organizing country meetings and events, ensuring refreshments and meals are served as requested,
• Receive disposal documents from field offices and organize for review and approval.
• Any other duties assigned by your supervisor.

Front Office Management

• always Keeping the reception area neat and clean,
• Receiving, welcoming, screening and directing visitors to the appropriate departments.
• Receiving, assessing, and referring telephone and personal inquiries to the appropriate staff members,
• Receiving and distributing mail to the appropriate staffs,

 

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