Apr 20, 2021

HR/Admin Assistant - Travel

  • International Rescue Committee (IRC) Ethiopia
  • Addis Ababa, Ethiopia
FULL_TIME Human Resource Jobs in Ethiopia NGO Jobs in Ethiopia

Job Description

Requisition ID: req14388

Job Title: HR/Admin Assistant-Travel

Sector: Human Resources

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Ethiopia

Job Description

 

BACKGROUND: The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refuguees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

SUMMARY STATEMENT OF DUTIES AND RESPONSIBILITIES:

Under the supervision of the HR/Admin Manger, the HR/Admin Assistant provides Human Resource supports that are related with insurance and Visa and permit issues and serve as focal point for international staff issues.  He/she will also be responsible for managing the database and international staff tracking their leave and permits regularly.  

In addition, the HR/Admin Assistant will handle travel, hotel booking, and different HR/Admin related payments.  He/she should deliver his/her duties and responsibilities in an efficient and professional manner. The position holder carry out administrative tasks related to filling and other administrative tasks as requested. 

DETAILED RESPONSIBILITIES AND TASKS:

  • Maintain a thorough knowledge of IRC personnel policies and assist in implementation of policies.
  • Promote and uphold THE IRC Way: Standards for Professional Conduct. 
  • Provide support to program and operations staff in interpretation of HR policies and procedures and provide technical support on HR issues.
  • Write increment, promotion, transfer and other personnel related letters whenever necessary.
  • Prepare payroll for Addis based temporary workers, Legal assistants and interns.
  • Accrues severance payment for temporary staffs hired for more than 45 days and send monthly reports of  temporary staff tracking to Finance

Administrative

  • Arrange flight booking for staff and guests with IRC’s authorized travel agent and UNHAS
  • Maintain current price and flight schedules for domestic routes share it with all Addis staff. 
  • Prepare purchase orders and payment request related to travel.
  • Ensure all travel documents (PR, PO are completed) before purchasing tickets.
  • Collect, track, and file boarding passes for both domestic and international travels of        the staff and share those tracking with Addis HR staff.
  • Inform the field office, Supply Chain department and hotel on staff travel for airport pick up and drop off whenever necessary.
  • Responsible for arrangement of accommodation for staff & visitors traveling on official duties. 
  • Settle payment of the travel agent and hotels. Payment should be done on a   bimonthly basis for the travel agency; a monthly basis for UN flight and up on receiving credit invoice for hotel accommodations. 
  • Assist staff in procuring visa’s for IRC business. Responsible to maintain current information on visa requirements for different embassies & consulates.  Maintain visa application forms for embassies of countries with frequent travel by IRC staff.
  • Work with logistics in identifying different service providers for HR/Admin department (e.g. hotels, travel agents, etc).   
  • Replace receptionist whenever necessary
  • Assist in preparation of vouchers for payment in relation to all HR related payment.
  • Create HR personnel file for newly hired staffs and make sure their document are full.
  • Track Addis Ababa staffs leave balance.
  • Assist on any other HR related jobs as required by the supervisor.

KEY WORKING RELATIONSHIPS:

Internal:  All IRC Ethiopia staff based in Addis and throughout the Country.

External:  Other NGOs and stakeholders connected to IRC Ethiopia.

 

 

Qualifications

 

MINIMUM SKILLS QUALIFICATIONS

EDUCATION:  University Degree or College diploma in the field of HRM, Management, and other related fields

EXPERIENCE: 

  • 0 year experience for BA Degree holders and 3 years for diploma
  • Having a short term experience on air ticket booking and hotel reservation is Plus.

SKILLS AND ABILITIES:           

  • Computer literate especially word and excel.
  • Having excellent communication is a must.
  • Excellent Communication Skill (English and Amharic). 
  • Ability to work under pressure.
  • Excellent time management and organizing skill

IRC is an equal employment opportunity employer.  IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.

Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols, and other supportive benefits and allowances

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.