HR and Admin Technical Assistant Somalia Mogadishu

Contract

This is a Professional contract, Grade 4 (NRC) contract. More about Professional contract, Grade 4 (NRC) contracts.

1. Role and responsibilities

The HR and Admin Assistant is responsible for day to day implementation of HR & Admin support functions and responsibilities.

Generic responsibilities:

1. Adhere to NRC policies, tools, handbooks and guidelines 2. Assist with the implementation of the support function portfolio according to plan of action 3. Prepare and develop status reports as required by management 4. Ensure proper filing of documents 5. Promote and share ideas for improvement of the support function

Specific responsibilities:

• Ensure that the NRC office is in compliance with all administrative legal requirements i.e. taxes, government registrations and licenses in the area of operation
• Welcome visitors to the NRC office, and direct them accordingly
• Adhere to NRC policies and procedures
• Ensure order and cleanliness of the office/guesthouse area
• Supervise cleaners, cleaners and gardeners
• File administrative documents according to procedures
• Ensure that utility bills (e.g. electricity, water, phone) are paid on time
• Arrange for staff and visitor’s visas, flight bookings, transport and accommodations
• Implement NRC Terms and Conditions of service, policies, and procedures.
• Write tenancy agreements and keep track and notify the respective occupants or offices of the expiry of tenancy agreements
• Supervise the maintenance of the office and the office compound in collaboration with the maintenance assistant and logistics department.
• Oversee the maintenance and cleanliness in all office interiors and advise the cleaners accordingly.
• Assist in making travel arrangements, booking of flights and hotel accommodation for visitors;
• Assist in any administrative matters: filing, typing, updating of phone lists, keeping adequate stationery supplies for office consumption.
• Assist in maintaining inventory of office equipment, furniture and fittings
• Fulfil any other related duties as instructed.
• Arrange for internal/external conferences and workshops
• Ensure order and cleanliness of the offices and accommodation facilities including arranging for general maintenance as needed.
• Arrange for staff and visitor’s entry permits, flight bookings, transport and accommodations in coordination with other NRC offices.
• Receive and reconcile all flight and accommodation invoices for payment processing
• Maintain an appropriate filing, retrieval and archiving system for the office Human Resources and Admin section
• Any other tasks assigned by line manager

Professional competencies

Generic professional competencies:

• Bachelor degree in Human Resources Management, Business Administration or relevant fields
• Minimum 2 years of relevant experience within the humanitarian field
• Experience from working in complex and volatile contexts
• Professional knowledge of Human Resource Management
• Documented results related to the position’s responsibilities
• Fluency in English, both written and verbal

Context/ Specific skills, knowledge and experience:

• Good communication and interpersonal skills
• Wide knowledge of the NGO operations and the dynamics of the humanitarian sector
• A strong administrative service orientation
• Keen sense of compliance with policy and procedure
• Good employer-employee contract negotiation skills
• Personal conflict resolution and problem solving skills
• Strong organizational and team working skills
• Good cultural awareness and sensitivity
• Basic employee counselling skills
• Highly confidential
• Good computer application skills

Behavioral competencies

NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect

What We Offer:

• Duty station: Mogadishu, Somalia
• Contract duration: 12 months with possibility of extension.
• Salary/benefits: According to NRC’s salary scale and terms and conditions, terms and conditions.
• NRC is an equal opportunities employer.
• We think outside the box, encourage ideas, and give responsibility to all employees at all levels. You will have many opportunities to be heard and take the initiative.
• NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.

Key Information - Please Take Note When Applying

• Apply by completing all the system-required fields of your experience, employment history, and education in your application.
• Ensure to attach your latest CV.
• Submit your application and CV in English.
• When creating your profile, include your full name as per your passport.
• Incomplete, email and paper applications will not be considered.
• Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.
• Applications that do not meet the minimum standards in terms of experience or qualifications will generally not be considered.
• Unsolicited applications not related to this specific job advertisement will not be considered.
• Only shortlisted candidates will be contacted. We receive many applicants for each vacant position.

Qualified female candidates are strongly encouraged to apply.

Due to large response, NRC will not provide feedback to those candidates who do not meet criteria and/or not follow the application process.