Human Resources And Administration Assistant

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.  1.      Role and responsibilities The following is a brief description of the role. Generic responsibilities These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan. Comply with NRC’s HR policies and procedures Assist with the implementation of HR/Admin policies and procedures at field level Provide Support in recruitment processes, including inviting candidates, organizing interview venues, participating in interviews, reference checks etc. Update staff records and personnel files as needed Welcome visitors to the NRC office, and direct them accordingly Supervise, train and develop cleaning staff and Ensure order and cleanliness of the office Perform daily clerical duties such as receiving and dispatching incoming calls, mails, faxes, reports & taking messages and make outgoing calls according to needs File administrative documents and HR documents according to procedures Assist in arranging for staff and visitors’ accommodations at field level Support in translation, copying, binding, typing, takings minutes, drafting letters, etc. Specific responsibilities These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly. Liaise with HR Main, distribute and collect staff documents such as ID cards, insurance cards, NSSF numbers, signed contracts etc. Process and follow up claims for Medical coverage and insurance Keep contact list for field office updated at all time Follow up on collecting Performance Management documents in the field office Follow up and file all documents necessary for the administrative management of the national staff in the field level including Leave days, sick leaves, overtimes and others as per NRC Terms & conditions Follow up on lease agreements in Coordination with Admin and HR Officer Oversee the operation of various office machines to include printer, copier, computer, fax with liaison with Logistics for maintenance of premises and equipment Make inventory of kitchen supplies, office supplies and stationeries. Initiate order and follow up Order and dispatch mobile recharge cards (pre and post-paid) for staff as per NRC policies Support in Hotel reservation and Payment follow up Support in organizing workshops internally and externally; liaising with different departments Follow up on visibility orders, distribution and dispatch Request, receive and dispatch business cards for relevant staff when needed Perform any other related task requested by the AM or Support Coordinator Critical interfaces By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: Coordinate with Security, Finance and logistics at field level   Liaise with HR Main on HR related issues Liaise with the different program departments on HR & Admin support Work closely with suppliers and hotels on bookings and supply orders 2.      Competencies Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories: 1. Professional competencies Generic professional competencies for this position: Minimum 1-2 Experience from working with HR and Administration Previous experience from working in complex and volatile contexts Documented results related to the position’s responsibilities Very good in English Language   Context related skills; knowledge and experience:   Good communication and interpersonal skills Strong organizational and team working skills Good cultural awareness and sensitivity High sense of confidentiality 2. Behavioral competencies These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position: Working with people Planning and delivering results Communicating with impact and respect Handling insecure environments 3.      Performance Management The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: •             The Job Description •             The Work and Development Plan •             The Mid-term/End-of-trial Period Performance Review Template •             The End-term Performance Review Template •             The NRC Competency Framework