HR & Admin Assistant At Action Africa Help – International

actionafricahelp.org/careers/

Action Africa Help International (AAH-I) is a regional African-led non-governmental organization that supports livelihood-challenged communities in East and Southern Africa to sustainably improve their well-being and standard of living. With Country Programmes in South Sudan, Kenya, Somalia, Uganda, Zambia, and Ethiopia. AAH-I has over 30 years’ experience working with communities in conflict and post-conflict situations, including refugees, internally displaced people and host communities. More recently AAH-I has expanded its activities to work with other marginalized communities, including pastoralists and people living in informal urban settlements.

Purpose of the role:

The HR & Admin Assistant will support in day to day administration and HR tasks. He/she will report to the Regional Finance and Administration Coordinator, and work in coordination with other HR focal point persons in the country offices as required. S/he will ensure the efficient day-to-day operation of the office, and support the work of management and other project staff.

Duties & Responsibilities Reception

· Answer general phone inquiries using a professional and courteous manner

· Direct phone inquiries to the appropriate staff members

· Reply to general information requests with the accurate information

· Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Recruitment and orientation

a) Prepare interview packs

b) Prepare orientation packs and organize for orientation meetings

c) Coordinate with insurance company for staff enrolment (GPA/Medical)

Staff Records

a) Ensure all staff files are complete in accordance with Audit requirements

b) Ensure all statutory documents/policies are signed and in staff files.

c) Maintain staff files (both hard and soft copy).

d) Update staff lists on a monthly basis as required.

e) Maintain staff leave records

Office Administration

· Sort incoming mail and courier deliveries for distribution

· Prepare and send outgoing mail, and courier parcels

· Forward incoming general e-mails and calls to the appropriate staff member

· Purchase, receive and store the office supplies ensuring that basic supplies are always available

· Code and file material according to the established procedures

· Update and ensure the accuracy of the organization’s databases

· Back-up electronic files using proper procedures

· Provide secretarial and administrative support to management and other project staff

· Make travel/flight bookings, meeting and other arrangements for various project staff

· Coordinate the maintenance of office equipment. i.e. Printers

Procurement

· Assist the Regional Finance and Administration Manager with sourcing for quotes as requested

· Assist the Regional Finance and Administration Manager coordinating with suppliers to ensure correct and timely delivery of goods and services

· Collecting quotes, bids and proposal and forwarding them to the administration officer for evaluation

· Maintaining a proper filling system according to established records management procedures.

· Receiving the approved requisitions and checking if it’s of the right specifications as directed by the user requirements.

· Process accounts payable ensuring timeliness and accuracy of information.

· Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup.

· Assist with proper documentation and maintenance of all supply documents including invoices and delivery note awaiting payment.

· Administer office petty cash according to established procedures.

· Preparations of various information/ reports as may be requested.

HR Reporting

a) Consolidate HR reports from national offices

b) Prepare monthly payroll changes

Hotel and flight bookings

· Responsible for making hotel bookings for guests and meetings as required

· Coordinate the booking of tickets for staff travelling

· Working with taxi company to organize for airport transfers etc.

Occupational Health and Safety.

· Carry out health and safety inspections at the work place;

· Serve on the appropriate health and safety committee;

· Bring to the attention of management any deviations of health and safety issues that come to your attention;

· Conduct induction for new employees on health and safety at work place;

· Assist with the investigation of incidents at workplace.

Essential Qualifications, skills and experience

· Degree or Higher Diploma in HR/Business Management or related is required.

· Procurement qualification an added advantage.

· Two years’ office administration/ secretarial experience including a busy reception desk is required.

· Highly organized and attention to details.

· Knowledge of basic MS Office (email, spread-sheets, word, job-related software, etc.) is required.

· Team-work and participation.

· Ability to communicate clearly.

Desirable Skills

· High level of self-supervision and ability to take initiative.

· Reporting Skills, Administrative Writing Skills, Managing Processes and Professionalism.

· Basic accounting or book keeping skills is preferred.

· Commitment to and understanding of AAH-I’s vision, mission, and value

· Demonstrated strengths in relationship management; able to work with diverse groups of people in multicultural, team-oriented environment.