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 policies and procedures at field level Provide support in recruitment processes, including inviting candidates, organizing interview venues, 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 Perform daily clerical duties such as receiving and dispatching incoming calls, taking messages and make outgoing calls according to needs Ensure order and cleanliness of the office Receive, distribute and register faxes, mails, documents and reports File administrative documents and HR documents according to procedures Assist in arranging for staff and visitors’ accommodations Provide secretarial support such as 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. 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   File all documents necessary for the administrative management of the national staff in the field level 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 and initiate order and follow up Dispatch mobile recharge cards (pre and post-paid) for staff Support in Hotel reservation and payment follow up Support in preparing workshops internally and externally; liaising with different departments Follow up on visibility orders, distribution and dispatch Dispatch business cards for relevant staff when needed Perform any other related task requested by the FM or HR/Admin Department 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 different Departments on follow up issues for staff Liaise with Main Office on recruitments and reporting 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 These are skills, knowledge and experience that are important for effective performance. Planning and delivering results Working with people Communicating with impact and respect Handling insecure environments Generic professional competencies for this position: 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 (shall be adapted to the specific position): Good  individual counseling, conflict resolution and problem solving skills 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