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HEKS Ethiopia

HEKS Ethiopia

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Position: HR & Administration Assistant
Job Time: Full-Time
Job Type: Contract
Place of Work: Addis Ababa - Ethiopia
Posted date: 3 years ago
Deadline: Submition date is over

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 an interview, drafting interview reports, 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, a 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 new staff on time.
  • Collection of timesheets 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 the 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 the arrangement of training, 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 the 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, organizational, and human interaction skills