HR Assistant

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Summary of Responsibilities

The HR Assistant is responsible for supporting the field HR administrative tasks to ensure smooth running of the office.

Key Tasks

Talent Acquisition

Support the assigned recruiter for the field office with all field office recruitment by:

• Vacancy posting in internal and external media as appropriate
• Contacting candidates for interview
• Preparation of interview packs
• Contacting referees post interview to support appointment
• Sending unsuccessful candidates interview feedback
• Maintain updated recruitment files for each position recruited
• Support localized incentive/refugee recruitment
• Updating recruitment trackers for all incentive positions

Talent Management

• Ensure that all staff requirements prior to arrival are available
• Ensure all new staff are appropriately enrolled onto the payroll & Employee benefits schemes with the appropriate documentation
• Maintain staff files with all the requisite documentation
• Monitor induction process, ensuring that performance objectives are set and, and that post probation evaluation reviews are submitted on timely basis

Contract Management

• Monitor expiry of Incentive staff LOUs and advise the HR Officer on a timely basis
• Assist in preparing contracts/LOU’s (Letters of Understanding) for Kakuma Incentive staff i.e. new staff/renewal

Services and Administration

• Maintain a thorough knowledge of IRC personnel policies and assist the Human Resource department in ensuring employee adherence
• Maintain up to date records (forms, approvals, requisitions) for all field staff in relation to Personnel files, Recruitment, Leave, Training, Performance Management, Benefits, Payroll, Exit
• Close and archive personnel files on timely basis
• Ensure timely submission of monthly timesheets
• Support the HR Officer in preparation of Incentive/refugee staff Payroll
• Maintaining stationery supplies for HR Office

HRIS

• Support the maintenance of all talent acquisition and management processes on Workday HRIS management system

Reporting

• Provide weekly/monthly reports to the HR Officer on the status of Personnel files, Leave, Training, Performance Management, Benefits, Payroll

Staff training and Development

• Facilitate all requests for staff training as approved in the Annual L&D Plan and maintain database of trainings attended

Separation Process

• Coordinate the exit process and ensure finalization of all procedures within one month
• Ensure timely deletion of staff from insurance benefits

Safeguarding

Demonstrates a commitment to upholding the highest standards of integrity and professional conduct by preventing any form of abuse, exploitation or harassment. Promotes a safe and respectful environment for clients, colleagues and communities whilst promptly reporting any safeguarding concerns in accordance with IRC policies and procedures.

Required Experience & Competencies

• At least 2 years’ experience working in a busy HR department
• Degree / Diploma in Human Resource, Business Administration, Business Management or related Field
• CHRP Certification is an added advantage
• Strong interpersonal skills, high degree of flexibility and team player
• Excellent writing and organizational skills
• Experience working in a multi-cultural environment
• Conversant with word processing, spreadsheet and email computer applications

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.