All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

Role and responsibilities

The purpose of the assistant position is to assist in the day to day implementation of the support functions responsibilities. Use actions words such as conduct or assist for the position relevant responsibilities.

Generic responsibilities:

Ensure compliance with NRC policies and the local labor law in all procedures and processes;
Assist with the implementation of support function portfolio according to plan of action
Provide support in recruitment processes, including advertisements, filling applications, inviting candidates, organizing interview venues & attend, etc.
Assist in the implementation and training of staff in NRC’s HR policy and procedure
Promote and share ideas for improvement of the support function
Coordinate with relevant partners, suppliers, authorities, lawyers etc.
Property handle complaints and grievance procedures
Provide assistance in administering benefit programs, staff contributions to relevant statutory bodies (social security etc.);
Process documentation and prepare reports related to personnel activates (staff list, staff recruitment, Contracts, and leave balance, trainings, grievance and Performance evolution etc)
Complied and update employee records and files, (hard and soft copies)

Specific responsibilities

Provide and facilitate induction for new staffs joining NRC;
Ensure each staff has employment contract, JD and other relevant documents in their personnel file;
Follow up and report on the status of performance management and documentation to line manager;
Provide support on facilatating contract agreement for incentive workers, casual workers and temporay staffs;
Update and generate monthly records and reports such as staff list, leave and other HR statistics;
Update tracking sheet for personal files and communicate the same with country HR team to fill the gaps and make sure that all files are updated and have the necessary documents;
Ensure confidentiality of all information related to responsibility;
Follow up the pension forms to be filled; have one copy for personal files; submit the forms to Pension Office; collect pension ID cards from this office; and give the ID card after getting signed by the respective staff;
Assist in incentive and Casual Worker Payroll preparation by providing relevant data (new staff recruited, Salary adjustment, promotion as well as absences, etc.)
Assist in monthly National staff payroll information preparation by providing relevant data (new staff recruited, Salary adjustment, promotion as well as absences, etc.)
Coordinate HR projects (Meetings, trainings) and take minute
Ensure effective and efficient utilization of resources;
Perform any assignment given by immediate supervisor.

In the absence of Administration Assistant

Ensure the office is fully stocked with appropriate stationery and other supplies
Document TARs and facilitate issuance of tickets and hotel accommodation for visitors
Assist in making travel arrangements, booking of flights and hotel accommodation for visitors
File Administrative documents according to procedures
Arrange for staff and visitors online visa application process, booking flights and accommodation, and liaise with Logistics department on the arrangement of transportation
Keep best recording and filling of incoming and outgoing letters to and from NRC
Facilitate online visa application to visitors, share invitation letters and necessary documents to obtain visa to Ethiopia

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

Internal Contacts:

Country office HR staff
All Area department/ program heads
All NRC staff

External contacts:

Statutory offices
HR Benefits service providers
HR consultancy service providers
Labor unions and other employee rights interest groups
HR peer networks

Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. Details about NRC’s competencies are to be found in the Competency Framework. Competencies are relevant for all staff and are divided into the following three categories:

Professional competencies

These skills, knowledge and experience are important for effective performance.

Academic and Professional Qualifications:

BA in Human Resources Management, Management or Business Administration
Understanding of the relevant laws and statutory requirements
Minimum of 5 years of work experience with related field

Professional competencies:

Good communication and interpersonal skills
Wide knowledge of the NGO operations and the dynamics of the humanitarian sector
Strong personnel administration 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 and awareness and sensitivity
Basic employee counselling skills
Highly approachable, trustworthy and confidential
Good computer application skills in Microsoft Excel, Word, PowerPoint, database and network communications.