HR/Admin Assistant (Insurance/Archive and Onboarding )

Work Arrangement:

Job Description

Background:

The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 40 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, 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.

Position Overview:

IRC is looking for 2 HR/Admin Assistants who will be responsible for Insurance/Archive and Onboarding. These positions will be responsible for providing human resources support which is related to Insurance/Archive and Onboarding of new hires and provides general administrative and human resources support.

Major Responsibilities:

HR/Admin Assistant – Insurance/Archive:

The HR/Admin Assistant for Insurance/Archive will mainly be responsible for:

- Managing Personnel file and insurance related tasks. - Address auditor’s request related to personnel file, Perform Filing and scanning personal files and make sure its proper documentation. - Oversee and monitor all eligible employees that are covered by IRC’s medical and group term life insurance are updated on a weekly basis. - Oversee Insurance payments, collection & submission of receipts to the Insurance Company and insure correct distribution of reimbursement to the staff. - Assist in preparation of payment in relation to HR especially insurance, severance, permit and others. - Review and assisting in drafting personnel letters as required. - Provide reception coverage when needed. - Assist with day-to-day operations of the HR functions and duties. - Work on different tasks assigned by Supervisor.

HR/Admin Assistant - Onboarding

The HR/Admin Assistant for Onboarding will manage:

- Onboarding of newly hired staff, update employee database and provide general administrative and human resources support. - Welcome new employees upon their arrival and give them an office tour and introduce them with their team members. - Communicate the list of new joiners in advance with HR focal person for contract preparation. - Craft and send introduction email to the hiring manager and HOD in advance so they set up the working space for the new hire. - Providing new hires with manuals, guidelines, and passwords, as needed and ensure the new hire sign off the mandatory acknowledgment forms. - Keep track of mandatory training certificates from all employees and make sure it’s proper documentation. - Provision of staff identification cards. - Review and assist drafting personnel letters as required. - Assist in preparation of payment in relation to HR especially insurance, severance, permit and others. - Provide reception coverage when needed. - Assist with day-to-day operations of the HR functions and duties. - Work on different tasks assigned by Supervisor.

Qualifications

Educational Requirements:

- University Degree/College diploma in Management, Business Administration, Accounting or related

Preferred experience & skills:

- 1/2 years of experience for BA and Diploma holders respectively in office administration and human resource - Minimum of six months Internship service with IRC - NGO experience is an added advantage. - Strong organizational and time management skills - Experience working with MS Office, and HR software. - Good communication and interpersonal skills. - Ability to work under pressure. - A proven track recording of executing HR-related tasks. - Strong teamwork skills.

Language Skills:

- Basic English spoken and writing.