Human Resources and Administration Assistant Job in Garissa

The International Rescue Committee (IRC) in Kenya serves vulnerable populations in the Turkana and Garissa regions as well as in Eastleigh, Nairobi.

The IRC implements programs in the areas of comprehensive primary health care, nutrition, protection, peace building, water and sanitation and hygiene (WASH), HIV/AIDS prevention, response to gender based violence, disaster risk reduction (DRR), livelihoods and governance. 

Applications are invited for the position of: 

Human Resources and Administration Assistant

Job Summary: 

Reporting to the Senior Livelihoods Manager, the Human Resource and Administration Assistant will offer support services in Human Resource Management and Administration at the IRC Garissa field office and has strong working link with HR Nairobi and other IRC Kenya offices.

Specific responsibilities include:

Time Management 
  • Ensuring timesheets are submitted on a timely manner in Garissa office and the same is forwarded to Nairobi on time
  • Updating the timesheet tracking schedule on a monthly basis and sharing with the HR Admin Officer by the 20th.
Leave management 
  • Liaise with HR Nairobi to update the staff leave data base monthly.
  • Ensure that leave forms are sent to Nairobi on a timely manner
Recruitment
  • Assisting in recruitment of field support staff
  • Preparing orientation schedule for newly recruited staff
  • Assist in preparing Interview outcome reports for all interviews attended under his/her jurisdiction.
Staff movement
  • Updating the flight schedule board ensuring all staff and visitors are aware of who or when they are scheduled to travel
  • Liaising with Nairobi Admin and Logistics to ensure advance hotel reservations and pick up of staff and visitors at the Airport
  • Raising payment vouchers (road travel per diems/travelling allowances) for staff travelling out of duty station on mission
  • Updating the flight tracking tool and sharing with the Senior Livelihoods Manager on a monthly basis by the 20th
Communication
  • Booking appointments for the Senior Livelihoods Manager and all staff as requested
  • Managing internal and external telephone conversation.
  • Establishing and maintaining staff and partners/stakeholders contact information
  • Focal person at the Reception desk
  • Receiving and responding to all internal and external enquiries
  • Taking minutes in meetings and forward to Senior Livelihoods Manager.
Facilities & Utilities Management
  • Ensure timely payment of all office and IRC leased houses rentals and utilities.
  • Office management: oversee all aspects of maintaining the IRC office. Advise Logistics of any repairs and ensure follow-up.
  • Guesthouse management: oversee all aspects of maintaining the IRC guesthouse. Maintain a register of guesthouse utilization.
  • Advise international staff on housing policies and procedures. Facilitate housing arrangements ensuring that all procedures are followed and basic facilities (utilities, security) are in place.
  • Assure timely payment of utilities (water, electricity, telephone, security) for the IRC office and IRC leased houses for Kenya program international staff
  • Maintain lease files, ensure rentals are paid on timely basis, and inform Senior Livelihoods Manager of renewals. Act as focal point with property manager on day-to-day issues.
  • Coordinate exit process, ensuring redecoration, closure of all utilities, conduct exit check with landlord, and follow up on rental deposits.
  • Maintain tracking system for utilities and update on monthly basis.
  • Maintain tracking system of all utility deposits, ensuring prompt recovery of the same.
  • Act as focal point for all issues regarding utilities, and advise the Administration Manager as appropriate.
  • Conduct continuous review of utility service providers and products offered, and advise of changes or recommendations
Capacity building
  • Undertake any other duties and generate HR Admin reports as part of capacity building within the department.
Job requirement:
  • Diploma in Human Resource Management, Business Administration or related field.
  • At least 1 year of working experience in a similar position. NGO experience will be an added advantage
  • Good organizational skills and excellent computer skills
  • Flexible and able to prioritize tasks
  • High level of integrity, confidentiality, trustworthy and honest
Please apply at www.rescue.org/careers on or before 27th December 2011

IRC leading the way from harm to home.

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability. 


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