Human Resource Assistant
Purpose:
To support managing the
personnel and HR/Administration unit and maintain effective operation systems
ensuring accurate accountability and narrative reporting in a manner that
Action Against Hunger HR Guidelines is complied with.
Engagement:
Secures collaboration
amongst staff in the capital office and on the Base level in ensuring HR
policy, practices, and approaches are adhered to and projects needs are
facilitated.
Delivery:
Apply skills to support
staff and develop working knowledge that will ensure effective and quality
day-to-day operations of the HR department, add value to the organization and
promote a sense of pride, purpose and belonging that will enhance/ build positive
working culture.
Provide continuous updates
of HR reports, i.e. quarterly leave status updates, performance management and
quarterly training.
Essential Job Duties
Human Resources(40%)
- Assist in the recruitment process i.e. receiving applications
for various positions as advertised, compiling a summary of the
shortlisted candidates and organizing the interview venue.
- Ensure correct implementation of legal and extra-legal
holidays.
- Support in tracking performance evaluations and contracts.
- Assist in developing training and development programs.
- Ensure new staff fill out insurance and pension application
forms and share them with the HR officer to enroll in the coverage plan.
- Maintain updated staff records both soft (scan) and hard
copies in a secured and save them in a hard drive in NHF while ensuring
the confidentiality of documents.
- Consolidate staff timesheet, track them and ensure is duly
filled, signed and archived in NHF.
- Prepare participant training attendance and update staff
trained within the organization on a quarterly basis including the learn
lab platform.
- Update the staff list for resignations, transfers, change of
designation and new staff
- Sensitizations of risk management policies
- Ensure that inquiries in HR office are dealt with promptly
and courteously
File Management (30%)
- Maintain up-to-date records in individual personnel files
(forms, approvals, requisitions) for all national staff in relation.
- Maintain updated records of Leave days and circulate them to
staff on a quarterly basis.
- Keep records of the updated status of Performance Management
(Objective setting, Mid-year review, 90days check-in, Annual performance
evaluation).
- Ensure Benefits changes are filed on individual personal file
- Maintain an updated file of staff duly signed payslips on a
monthly basis.
- Share with the finance and payroll administrator all support
documents for monthly Payroll alteration.
- Schedule an Exit interview with the exiting staff and file
records
- Prepare documentation for staff acknowledgment signature
after sensitization on the organization’s risk management policies.
Orientation (20%)
- Preparation of Induction schedule for new staff and ensuring
new staff is oriented within the first month of reporting and ensuring
schedules have been filed on individual files
- Work closely with other departments to ensure Email, Link,
NHF, and working tools are set up upon staff reporting for duty.
- Monitor the induction process, ensuring that performance
objectives are set and, and that post-probation evaluation reviews are
submitted on a timely basis
Administration (5 %)
- Oversee and maintain the day-to-day operations of the office
facilities, ensuring a good working environment.
- Support in Office supplies stock management and raise
requisition.
- Provide general office support services; draft and/or
processes a variety of correspondence and other communication including
letters of introduction of staff to various institutions.
Other duties as required
(5%)
- Other Human Resources and administrative duties as the
organization’s activities require.
- Any other duty assigned by the supervisor
Physical Demands
- While performing the duties of this job, the employee is
required to sit for long periods and to concentrate on work, including
typing, and turn out heavy volumes of work accurately, within short time
frames under stressful situations in the context of a moderately noisy
office with interruptions.
- To travel to the field, the employee must attest to a level
of physical fitness capable of enduring physically difficult, highly
stressful situations which may include the necessity to walk long
distances, to eat a limited diet and/or to reside in potentially
uncomfortable housing or tents.
- The physical demands described here are representative of
those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
Working Conditions, Travel
and Environment
- The duties of the job require regular job attendance at least
five days per week. Must be available to work outside normal office hours
or on the weekends as required by contact with the missions, mission
security, or other obligations.
- Must be able to travel as required for standard domestic and
international business travel as well as to the missions if appropriate.
While visiting the field, the employee may be exposed to precarious
settings under high security risks and/or very basic living conditions and
outside weather conditions, as well is to infectious diseases.
Gender Equality
Commitments & Zero Tolerance to Abuse
- Foster an environment that reinforces values of people of all
genders equal access to information.
- Provide a work environment where people of all genders must
be evaluated and promoted based on their skills and performance.
- Promote a safe, secure, and respectful environment for all
stakeholders, particularly for children, beneficiaries, and members of
staff.
- Help to prevent any type of abuse including workplace
harassment and sexual abuse and exploitation.
- Respect beneficiaries’ women, men, children (boys and girls)
regardless of gender, sex orientation, disability, religion, race, color,
ancestry, national origin, age, or marital status.
- Value and respect all cultures.
Required Qualifications
- Bachelor’s in Human Resource Management, CHRP certificate is
an added advantage
- 3 years’ experience in Human Resource management
Required Skills &
Experience
- At least 2 years’ experience in the INGO
- Strong interpersonal skills, a high degree of flexibility and
a team player
- Excellent writing and organizational skills
- Experience working in a multi-cultural society
- Conversant with word processing, spreadsheet and email
computer applications
- Experience in the HR field is an added advantage
How to Apply
