HR Assistant 1
Provide administrative and HR support to ensure quality services.
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Overview
Provide administrative and HR support to ensure quality services.
You have:
- Minimum of 2 years of relevant experience in Human Resources, Administration, or a similar role
- Experience managing employee records and personnel files (physical and electronic)
- Experience using HR systems or databases (HRIS)
- Strong experience in document management and filing systems
- Experience supporting recruitment processes is an asset
- Proven ability to handle confidential information with discretion
- Experience in an NGO or international organization is an advantage
- Ability to manage multiple tasks and deadlines effectively
Contract
This is a Fixed Term contract. More about Fixed Term contracts.
What we do
The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.
Purpose
Reporting to the Human Resources Officer, the HR Assistant supports administrative processes by preparing and updating documents and contributing to the delivery of high-quality HR services, in line with ICRC and delegation policies and applicable laws and regulations
Accountabilities & functional responsibilities
- Provides comprehensive administrative and secretarial support to the HR function, including updating staff files and contracts, handling correspondence, registering dependents, maintaining filing systems, and preparing official documents such as employment contracts and bank introduction letters.
- Maintains and regularly updates personal information of all resident employees in HRspace, including dependents and emergency contacts across delegations, ensuring accuracy and completeness of records.
- Ensures proper organization and maintenance of team space filing systems in line with established protocols, safeguarding the accuracy, integrity, and confidentiality of HR data within the online filing platform.
- Responsible for creating and maintaining personnel files for all new employees within the delegation, ensuring all documentation related to the employee lifecycle is complete, up to date, and compliant with institutional standards.
- Manages the archiving process by identifying files for transfer and coordinating closely with the IM Unit to facilitate archiving in GVA or NAI locations.
- Oversees electronic filing systems, ensuring records are consistently updated, access levels are appropriately assigned, and personal files are properly closed at the end of employment.
- Administers the Lotus Notes STM (Juba HR services) by assigning tasks to relevant HR team members or directing employees to appropriate information sources. Follows up on assigned tasks to ensure timely service delivery and proper closure of all requests.
- Handles the processing of staff ID cards for new employees and replacement of expired cards. Ensures timely processing of medical ID cards for dependents under post-payment arrangements and communicates collection details to staff.
- Provides support in recording leave and overtime for unconnected staff, ensuring accuracy and timely updates.
- Submits monthly reports to Staff Health, including lists of staff and dependents under post-payment arrangements, and communicates all changes such as new hires, departures, or dependent updates.
- Supports HR activities by assisting in the administration of recruitment processes, including organizing and facilitating tests and interviews for A-grade positions.
- Ensures effective communication and information sharing on HR-related matters with colleagues across the delegation.
- Assists in monitoring, controlling, and verifying data entries made by the Staff Health team to maintain high standards of data accuracy and integrity.
- Additional Responsibilities:
- Supports staff and line managers in understanding and correctly applying local HR policies, and escalates any inconsistencies or misunderstandings to the HR Manager.
- Provides backup support to HR Officers when required and assists with various HR processes and activities as needed.
Desired profile and skills
- Minimum of 2 years of relevant experience in Human Resources, Administration, or a similar role
- Experience managing employee records and personnel files (physical and electronic)
- Experience using HR systems or databases (HRIS)
- Strong experience in document management and filing systems
- Experience supporting recruitment processes is an asset
- Proven ability to handle confidential information with discretion
- Experience in an NGO or international organization is an advantage
- Ability to manage multiple tasks and deadlines effectively
Additional information
- Type of role:
- Working rate: 100%
- Starting date: 01/06/2026
- Location: Juba (JUB)
- Job level: B1 (B1)
- Length of assignment: 12-months Fixed term contract (renewable subject to Budget discussion and performance)
- Type of position: Resident
- Application deadline: Wednesday 13 May 2026 at 5:00 P.M.
Our values
- At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.
Reports to (role)
- HR Officer,F&A Manager
People management responsibilities
No
Scope & impact
- Geographical remit: local (delegation, sub-delegation, mission or office, etc.).
Relationships
- Internally, interacts with delegation employees.
- Externally, may interact with local administrative authorities.
Certifications / Education required
- Diploma or Degree in Human Resources, Business Administration, or a related field
- Strong organizational and administrative skills with high attention to detail
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Good communication skills in English (written and spoken)
- Ability to work independently and as part of a team
- High level of integrity and professionalism
Potential interview questions
| Can you describe a time when you had to maintain confidentiality in your work? | This question assesses your understanding and practice of handling sensitive information. | Share an example that highlights your discretion and the importance of confidentiality. |
| How do you prioritize tasks when you have multiple deadlines? | This question evaluates your organizational skills and ability to manage time effectively. | Pro members can see the explanation. |
| Describe your experience with HR systems or databases. How have they improved your work efficiency? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of a successful recruitment process you supported? What was your role? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you ensure accuracy and integrity in employee records? | Pro members can see the explanation. | Pro members can see the explanation. |
| What steps do you take to handle confidential information and maintain privacy? | Pro members can see the explanation. | Pro members can see the explanation. |
| Tell us about a challenge you faced in HR administration and how you overcame it. | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you stay updated on HR policies and regulations? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 2 months ago
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Updated 1 month ago
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Source:
careers.icrc.org
