Job Description

Job Title: Admin and HR Assistant

No. of positions: 1 Position

Grade: D2/G3

Deadline: February 15th, 2024

Contract Type: Service Contract

Duration: Six Months renewable based on funding availability

Duty Station: Damt

Probationary Period: Six months

Department: Admin and HR

Reporting to: Admin and HR Manager

Written Test: Required

About RDP

Relief and Development Peer Foundation (RDP) is a Non-governmental Organization aiming to mitigate the suffering of communities affected by conflict and disasters, enhance more equitable socio-economic development, and increase social responsibility to contribute effectively and positively to the development process. RDP advocates for the rights of affected populations and works in many field areas, including food security, nutrition and health, water, sanitation and hygiene, good governance, and peace.

Job Description

The Admin & HR Assistant job involves providing support in various administrative and human resources functions within RDP. The primary responsibilities include assisting with recruitment and selection processes, employee onboarding, maintaining employee records, coordinating training programs, managing HR databases, updating HR policies and procedures, assisting with performance management, and providing general administrative support.

Duties and Responsibilities:

• Maintain employee personnel records, ensuring timely and accurate records.
• Support in maintaining confidential documents related to staff and coordinate new hire, exit, and termination process paperwork.
• Assist in payroll preparation by providing relevant data, collecting timesheets and attendance records, absences, and leaves.
• Follow up on staff contracts.
• Prepare paperwork for HR policies and procedures.
• Update leave balance of the staff.
• Process employees' requests and provide relevant information.
• Collaborate with the Recruiter to post job ads and process incoming resumes.
• Assist in consultation with the HR officer in some HR functions like recruitment, onboarding, clearance, trainings, and annual appraisals.
• Prepare reports and presentations for internal communications.
• Provide orientations and induction for new employees by sharing onboarding packages and explaining policies.
• Receive incoming calls and direct them to appropriate staff, make outgoing calls as appropriate.
• Organize and schedule appointments, plan meetings, and take detailed minutes.
• Arrange for Workshops and Seminars.
• Provide secretarial support such as typing, taking minutes, drafting letters, and translating English or Arabic documents.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Order office supplies, stationery, and generator fuel, research new deals and suppliers.
• Maintain RDP contact lists.
• Liaise with the HR Officer in Monitoring and coordinate timely contract renewals, preparation of ID cards, hiring, notice, and termination letters.
• Be responsible for all lease agreements and service contracts and liaise with finance to ensure timely payment of utilities, lease agreements, telephone bills, service contractors, hotel invoices, travel agency invoices, etc.
• Ensure the office reception is well managed, organized, and attended to at all times, receiving guests, directing them, and receiving and dispatching calls (seating, visibility, notice board, tidiness, etc.).
• Be familiar with and able to answer queries on all aspects of terms of employment, code of conduct, and discipline regulations in compliance with RDP's staff Onboarding Guide/HR manual and other employee policies.
• Day-to-day management of the office, including direct supervision of cleaners/cooks/janitor, etc.
• Handle any purchases related to the Admin and HR Dept. and arrange with courier service providers for any logistics of packages.
• Travel booking arrangements.
• Provide general support to visitors.

Qualifications/Requirements:

• Bachelor degree in Human Resources, Business Administration, or any relevant field.
• Commitment, honesty, and reliability.
• Proven work experience as an HR and Administrative or office assistant for at least one year in an NGO.
• Excellent time management skills and the ability to prioritize work.
• Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint, in particular).
• Knowledge of labor law and office management systems.
• Excellent written and verbal communication skills.
• Working knowledge of office equipment, like printers and fax machines.
• Strong organizational skills with the ability to multi-task.
• Teamwork skills, creativity, and flexibility.
• Previous experience working with NGOs.