HR & Administration Assistant 67 views

Swiss Church Aid/ HEKS is an international non-profit aid organization with headquarters in Zurich, Switzerland and works in more than 30 countries in the field of development cooperation and humanitarian aid. Swiss Church Aid/ HEKS Ethiopia Country office wants to recruit one HR & Administration Assistant for its Addis Ababa office.

Duty Station: Country office, Addis Ababa

Duration of Employment: Six (6) month fixed term contract.

Estimated Start Date: As soon as possible

Job Description

1. Human resource

• Assist generally in the human resource activities for the national employees.
• Support recruitment exercise including sorting, longlisting of applications, coordinate candidates’ invitations for interview, drafting interview report, creation of new staff personnel files, supporting in the induction processes.
• Update the existing personal files, ensuring that they all have the necessary information.
• Follow up and sent, medical dependent list updated, staff insurance renewed timely.
• Arrange, and coordinate induction and exit interview programs for newly recruited/departing employees.
• Make sure ID cards and badges are prepared and distributed to a new staff on time.
• Collection of time sheets and monthly tracking of leave balances.
• Organize and maintain personnel records.
• Liaise with external partners and ensure legal compliance.
• Other duties as assigned.

 2    Administrative

• Ensuring the proper use and maintenance of CO equipment and office supplies, bringing any problems to the attention of the Finance and Admin. Manager.
• Ensuring that Swiss Church Aid/ HEKS’s capital assets inventory information is recorded.
• Record the inventory on stock reconciliation balance with bin card and conduct periodic physical count.
• Assists in the proposal and disposal process of damaged, obsolete, expired materials
• Operate office equipment, such as photocopy machine and scanner….etc
• Ensure that all visitors are received in a professional manner
• Work with the relevant staffs on arrangement of trainings, workshops and meetings materials;
• Assist in collecting monthly staff Time Sheet, follow up manage annual leave balance.
• Control vehicle management such as log sheets, fuel usage, insurance and related tasks.
• Follow up monthly telephone, internet bills and settle on time.
• Other duties as assigned.

3. Procurement

•  As required, provide procurement support to the Swiss Church Aid/ HEKS Country and Field Office.
• Ensures proper and up-to-date forms and procedures are used and followed.
• Has a full understanding of Swiss Church Aid/ HEKS procurement policies and formats.
• Supports procurement process in collecting Quotations, and proforma invoices from suppliers whenever delegated. Distribute invitation to tenders and bid documents
• Assist the Procurement process and opening of bids and quotations.
• Maintain proper procurement files (photocopy of all transaction documents).
• Other duties as assigned.

Minimum Skills and Qualifications

• Diploma/University Degree in Management and Business related fields.
• Two or more years of experience for Diploma and one or more years of experience for University Degree.
• Proven experience in HR& administration
• Strong computer skills in MS Office programs
• Strong organizational skills as well as attention to detail
• Excellent oral and written English skills
• Excellent communication, organisational, and human interaction skills