HR Assistant

ISLAMIC RELIEF SOMALIA

HR Assistant

Department: HR and Admin

Location: Mogadishu (100%)

Closing Date: August 17, 2024

Contract period: 6 months

Report to: Senior HR & Admin Officer

Line Management: N/A

JOB SUMMARY

• Working under the HR & Admin Officer/Coordinator the HR Assistant is responsible for supporting the delivery of efficient and effective Human Resource support to the Country office,
• The position holder will be required to adhere all policies of Islamic Relief Somalia

Key Accountability

Tasks and Responsibilities

1. Filing

• Keep Documents in proper files with proper indexing system
• Files should be kept in proper cabinets and should be in sequence

1. Archiving

• When new staff joined all Necessary documents should be organized, scanned and should be kept in personal file.
• It should be scanned and stored in all IRS staff soft data.
• archived staff files should be indexed with staff full name.

1. Updating Employee list

• Adding newly joined staff for staff entry data
• Preparing Current Staff as per each month, removing left staff and adding new joiners.
• Updating Staff list in the AX
• Staff Turnover Preparation

1. Leave Management

• Informing all IRS Department to submit their leave plan
• Make sure the leaves are taken as per plan
• Recording leave taken daily and submitting to admin
• Follow up end date of leave taken by individuals

1. Assist the HR Officer in Recruitment

• Drafting JDs for new Staff
• Scheduling and call interview for Candidates for the written test
• Organizing candidate for the written test by directing them where they will sit

1. Assist the HR Officer for Coordinating the Performance Appraisals Management

• Follow up of departmental appraisals by sending them reminder email
• Assist the staff for HRIS system and make sure all staff are uploaded the appraisals in the system.

1. Assist HR Officer in Preparing Monthly Reports

• Submit Updated Employee list

1. Preparing Work Certificates for the Staff

• Ensuring Outstanding Balance settlement are filled before any work certificates is given out

1. Any other duties that may be deemed appropriate to this Role

Key Working Relationships:

• The HR Assistant Reports to HR & Admin Officer/Coordinator

Qualifications

• Degree in Business Administration, Public Administration, Social Science or a related field

Work Experience:

• Minimum 2 years of professional experience in HR, Administration or related job experience
• Previous experience in Humanitarian Organizations is an added advantage

Demonstrated Skills and Competencies:

• Ability to work as a member of a team is essential
• Positive courteous and professional attitude
• Strong interpersonal skills
• Able to organize, maintain composure and prioritize work under pressure,
• Work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail.
• Excellent written and verbal communication skills in all listed languages
• Must be computer literate, including Microsoft Word and Excel/PowerPoint.
• Ability to independently organize work and prioritize tasks.
• Self-motivated, honest, highly responsible, and punctual.
• Willing to work after hours and on weekends when needed.