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