HR and Admin Assistant – Save the Children
Admin, Secretarial and Clerical, Human Resource and Recruitment, Management
Save the Children
Save the Children believes every child deserves a future. In Ethiopia and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.
Save the Children Ethiopia works in 9 regions in Ethiopia with a current staff complement of approximately 2,500 staff. The size of the programme and the amount of human, financial and material resources put into it as well as the requirements of different donors requires substantial amount of quality and efficient human resource. This makes Save the Children an exciting place to work.
Accordingly, Save the Children Ethiopia is looking to hire creative individuals who have the experience and competencies to work; support the development of an organisational culture that reflects dual mandate values; help establish, maintain, and improve active and regular working relationships with host government authorities, partner agencies including humanitarian and development donors, and local and international NGOs; ensure Ethiopia Country Office complies with all Save the Children Management Operating Standards and Standard Operating Procedures and that all required support is provided promptly, at scale and in line with the rules and principles.
KEY AREAS OF ACCOUNT
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· Receive requirements regarding promotion, transfer, temporary duty assignment… from departments, and/or HRDD; · Communicate with HRDD/immediate supervisor and make sure all the necessary information is in place; · Refer staffs’ data/personal file and collect required information; · Issue the letters based on the data received from HRDD and/or Departments, and staff’s database or personal file; · Communicate with the concerned staff/staffs, and HR focal person (for field office); · Prepare employment offer and negotiate salary with selected candidates up on receiving documents from respective recruiter; · Verify original documents of candidates that accepted the offer and issue employment letter; · Make sure profile information are properly filled; · Make sure Child safety and agency policy are signed, and provide employees’ handbook up on completion of new staffs’ orientation; · Distribute copies of all issued letters to finance, HRD (for file), field office (in case of regional staffs), and units for their action; · Prepare a compiled summary of all the letters issued and communicate with the HRD team; · Involve in recruitment and selection, and ensure a timely organized and comprehensive procedure is used to hire staff; · provides advice and assistance to supervisors and staff regarding issues related to letters; |
Administration.
· Booking hotels and air tickets, reserving conference room and facilities.
· Coordinates the overall admin functions of the organization.
· Ensures the availability and proper utilization of all organizations facilities;
· Ensures all computers and accessories are in a good order;
- Provides timely report regarding the administration activities
- Scan the organization document as per the order of Finance and HRD
- Follow up the office and Employee facilities are well arranged
- Give administration support for other Departments or Projects
SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
· Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
· Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
· Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
· Widely shares their personal vision for Save the Children, engages and motivates others
· Future orientated, thinks strategically
Collaboration:
· Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
· Values diversity, sees it as a source of competitive strength
· Approachable, good listener, easy to talk to
Creativity:
· Develops and encourages new and innovative solutions
· Willing to take disciplined risks
Integrity:
· Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE
· Minimum of Bachelor’s degree in Human Resources Management, Business Administration or related field;
· 0-2 years of relevant work experience;
· Enjoy working with people;
· Patient, tactful, diplomatic and approachable;
· Be able to deal with people who are stressed or upset;
· Be able to stay calm in difficult situation;
· Have good commercial awareness;
· Have good spoken and written communication skills;
· Excellent written and spoken English language skills;
· Be confident about gathering facts and statistics and making financial calculations;
· Respect the importance of confidentiality;
· Have good organizing skills and be able to develop plans, policies and forecasts;
· Have problem solving skills, able to deal with disputes, grievances and staffing problems;
· Be able to work as part of a team;
· Be able to work accurately, with good attention to detail;
· Willing to work extra time;
Be able to use HRIS, databases, spreadsheets, word processing and outlook
