HR Assistant

International Federation of Red Cross and Red Crescent Societies

Job title: HR Assistant

Unit / dept / delegation: Human Resource, East Africa Regional Representation, Nairobi

Reports to: Senior Human Resources Officer

Grade: 4

Purpose

Under the guidance and supervision of the Senior Human Resource Officer, the HR Assistant provides HR services ensuring high quality, accuracy and consistency of work.

The HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.

The HR Assistant works in close collaboration with support service departments and programmes’ staff in the Regional Representation to exchange information and ensure consistent service delivery.

Duties applicable to all staff

1. Actively work towards the achievement of the Federation's goals.
2. Abide by and work in accordance with the Red Cross Red Crescent principles.
3. Perform any other work related duties and responsibilities that may be assigned by the line manager.

Key Responsibilities

1. Implementation of HR strategies

• Ensures implementation of HR strategies focusing on achievement of the following results:
• Full compliance of HR processes and records with IFRC rules, regulations, policies and strategies

2. Implementation of HR services

• Ensures implementation of HR services focusing on achievement of the following results:
• Support to recruitment process including supporting job descriptions finalization, vacancy announcements, first screening of candidates, compiling matrixes and performing functions of Secretary in interview panels.
• Creation/update of positions, and Preparation of contracts and staff files.
• Leave administration through coordination with each team, leave transactions, and leave records maintenance and monthly verification.
• Provision of overall logistic support to daily HR management, including correspondences drafting, meeting arrangement, etc.
• Input and tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, recoveries, adjustments and separations.
• Collection of background information for submissions to the selection panels.
• Management of internship programme and coordinating volunteer contracting.
• Administration of staff benefits and statutories such as medical insurance and NSSF/NHIF/PAYE, etc.
• Maintenance of proper filing system for HR records and documents.

3. Support to staff career management and career development

• Support coordination of proper staff performance management and career development focusing on achievement of the following results:
• Provision of background information for drafting and filling of Learning Platform records and analysis.

4. Support to IFRC related surveys / HR Services

Ensures support to IFRC related surveys/HR services focusing on achievement of the following results:

• Collection of information for comprehensive and interim local salary surveys.
• Climate surveys

5. Support to knowledge building and knowledge sharing

• Supports knowledge building and knowledge sharing in the Zone office focusing on achievement of the following results:
• Participation in the trainings for the operations/projects staff on HR.
• Support to the organization of new staff orientation.
• Contribution to knowledge networks and communities of practice.
• Preparation of training calendar and budgets.

Impact of Results

The key results have an impact on the execution of the HR services in terms of quality and accuracy of work completed.

Accurate data entry and presentation of financial information and client-oriented approach enhances the Regional Office’s capability in the HR Management.

Competencies and Critical Success Factors

Corporate Competencies:

• Demonstrates commitment to IFRC’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience
• Encourages office staff to share knowledge and contribute to IFRC Practice Areas
• Promotes a learning environment in the office
• Provides helpful feedback and advice to others in the office
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of standard tasks related HR management, including screening, collecting and preparation of documentation, data input, creation of position, transactions tracking, filing, provision of information
• Strong IT skills

Leadership and Self-Management

• Focuses on result for the client
• Consistently approaches work with energy and a positive, constructive attitude.
• Demonstrates strong oral and written communication skills.
• Remains calm, in control and good humoured even under pressure.
• Demonstrates openness to change and ability to manage complexities.
• Responds positively to critical feedback and differing points of view.
• Solicits feedback from staff about the impact of his/her own behaviour.
• High Level of Confidentiality.

Person Specification

Education

• Diploma in Human Resources, Business Administration or Psychology

Experience

• 2 years experience in Human Resources; recruitment and selection, documentation and reporting.

Skills and Knowledge

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.

Language

• Fluency in both spoken and written English and Kiswahili

Character Qualities

• Ability and willingness to counsel and help others
• Ability to work in a team, and occasionally under strict deadlines
• High degree of integrity, discretion, and personal conduct
• Flexible and adaptable to changing working conditions
• Self-motivated, with good judgment and initiative
• Good verbal and written communication skills
• Good interpersonal skills
• Sensitivity to diversity
• Good level of attention to detail
• Pleasant personality

Submission of applications:

Applications should be submitted by email to zonehr.easternafrica@ifrc.org; to be received not later than 16 October 2011.

Kindly note that due to the large volumes of applications received;

1. Only e-mail applications will be accepted

2. Only short listed candidates will be contacted.