Human Resources Office Assistant

POSITION SUMMARY

The Human Resources Office Assistant position requires excellent organizational skills and the ability to handle sensitive information confidentially. S/he will support the HR department in duties like posting job ads, updating the HR database, doing summaries for job applicants and processing employees’ requests. S/he is expected to be passionate about HR policies and procedures and want to help create a nourishing workplace.

The Human Resources Office Assistant will also be supporting the overall FC staff in day-to-day project and administrative activities. S/he will be supporting the Project Management Unit (Team Leader, Long Term Experts) and Short-Term Experts temporarily joining the organization, in the implementation of project activities, procurement processes as well as logistical arrangements. 

The Human Resource Office Assistant will report to the Office Manager and has a broken line to the Human resource administration Manager

DUTIES AND RESPONSIBILITIES

HUMAN RESOURCES MANAGEMENT

• Maintain employee records (soft and hard copies)
• Update HR databases (e.g. new hires, separations, vacation, and sick leaves)
• Assist in payroll preparation by providing relevant data, like absences, bonuses, and leaves
• Prepare paperwork for HR policies and procedures
• Process employees’ requests and provide relevant information
• Coordinate HR projects, meetings, and training seminars
• Collaborate with the Recruiter to post job ads on careers pages and process incoming resumes
• Manage the department’s telephone center and address queries accordingly
• Assist in preparing reports and presentations for internal communications
• Assist in providing orientations for new employees by sharing onboarding packages and explaining company policies
• Support HR in shortlisting applicants by following the proper procedure
• Coordinating interviews – following up on the selected applicants to ensure they have the right time and date for interviews
• Updating the HR candidate pool
• Any other duties as assigned.

PROJECT MANAGEMENT

• Organize travel and logistics for PMU and Short Terms Consultants.
• Organize and schedule appointments.
• Plan meetings and take detailed minutes.
• Update and maintain project files and folders
• Ensured the operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
• Act as the point of contact for Vendors, Consultants, and other key stakeholders.
• Periodically review and recommend updates to administrative systems to ensure efficiency.
• Any other duties as assigned.

FRONT DESK MANAGEMENT

• Greet and announce visitors in a professional manner
• Provide visitors with information and direct them accordingly
• Screen, answer phone calls, and route callers to the appropriate department or take messages
• Receive incoming letters and correspondences and direct it to the concerned department
• Coordinating Courier to have letters, correspondences and items picked up from the office and to their designated areas

CLERICAL SUPPORT

• Coordinate and schedule appointments and meetings in addition to booking and arranging conference and meeting rooms
• Floor coordination - Perform large-scale fax, copy and scan jobs in addition to making sure of the upkeep of the machines and availability of paper
• Issuing Letters, memoranda, reports, and other correspondences and managing their filing systems

ADMINISTRATIVE SUPPORT  

• Monitor and manage the availability and distribution of office supplies, handling shortages and ordering new ones as necessary.
• Organize travel bookings, accommodations, and reservations for staff on business-related field trips
• Coordinate office events as necessary by managing office calendars and assisting in the event planning and implementation
• Assist in organizing office common spaces and ensuring the clean and organized maintenance of office kitchen, reception area, copy room, and conference room
• Coordinate with other departments to ensure compliance with established policies
• General administrative support and troubleshooting – assist in resolving office-related malfunctions and respond to issues

Job Requirements

• Bachelor’s (BA) Degree in Human Resources, Business Management, or relevant Social Science studies from a recognized University/College,
• Passionate about the HR field and have little knowledge of Ethiopian Labour Law
• Available immediately.
• Strong command of English and Amharic,
• Good proficiency in Microsoft Office – significant experience with Word, Excel, PowerPoint, etc.
• Excellent organizational and time-management skills
• Teamwork skills
• Hand-on experience with HR software, like HRIS or HRMS, is a plus

How to Apply

First Consult invites all well-qualified candidates to apply. Competent candidates should submit their one-page cover letter and updated CVs only to: [email protected] before November 6, 2022. 

Candidates MUST refer to the position title "Human Resources Office Assistant" in the subject line of their email and applications.