HR and Admin Assistant

Job Posting Organization:
The Danish Refugee Council (DRC) is one of the world’s leading humanitarian NGOs, dedicated to helping displaced people and communities affected by conflict and disaster. Established in 1956, DRC operates in multiple countries around the globe, providing assistance in areas such as protection, livelihoods, and education. The organization is committed to upholding the highest standards of integrity and professionalism, ensuring that its operations are effective and accountable. DRC employs thousands of staff worldwide, working collaboratively with local partners and communities to deliver impactful humanitarian aid and support.

Job Overview:
The HR and Admin Assistant plays a crucial role in the efficient management of human resources, administrative functions, and premises/warehouse operations at the field level. This position is vital for ensuring compliance with DRC’s policies and procedures, as well as supporting the SS Team Leader in enhancing internal controls and accountability. The HR and Admin Assistant will be responsible for various tasks, including maintaining HR records, managing staff attendance, and facilitating recruitment processes. Additionally, the role encompasses administrative duties such as overseeing office systems, managing supplies, and ensuring the smooth operation of the office environment. The HR and Admin Assistant will also support procurement activities and collaborate with the Supply Chain team to manage stock and inventory effectively.

Duties and Responsibilities:
The HR and Admin Assistant will have a diverse set of responsibilities, including but not limited to:

• Human Resources: - Ensure staff compliance with HR policies as per DRC’s Operations Handbook and local HR Handbook. - Regularly update leave, recruitment, and training trackers. - Monitor staff attendance and ensure timely submission of timesheets. - Communicate with interview candidates and schedule tests and interviews. - Prepare employee contracts and maintain accurate personnel files. - Administer health insurance schemes and social security" style="border-bottom: 1px dotted #007bff !important;">security. - Assist managers with performance management and documentation. - Facilitate orientation and induction for new staff. - Support staff development activities and promote the DRC Learning Catalogue. - Conduct clearance and debriefing for exiting staff.
• Administration: - Ensure all office systems and equipment are functional. - Manage payment of office and guest house bills. - Oversee office supplies and coordinate necessary repairs and maintenance. - Manage contracts with lessors and ensure compliance with contractual obligations. - Establish a central mail recording and filing system. - Ensure staff have valid identification cards.
• Warehouse/Premises Support: - Collaborate with the Supply Chain team for stock receipt and recordkeeping. - Conduct periodic checks of premises and supplies. - Document and archive inventory forms and casual contracts.
• Procurement: - Manage procurement activities within the emergency office, adhering to approved thresholds and implementing procurement plans.

Required Qualifications:
Candidates must possess a minimum of 1 year of relevant work experience in a similar field. Familiarity with ERP systems, such as DYN, and high proficiency in Microsoft Office, particularly Excel, are essential. A solid understanding of Ethiopian labor law and administrative procedures is required. Experience with HR practices, staff coordination, and logistics is desirable. Strong organizational and interpersonal skills are necessary, along with the ability to multitask under pressure. Candidates should demonstrate a commitment to DRC’s core values and competencies.

Educational Background:
A Diploma in HR Management, Business Administration, or an equivalent professional qualification is required for this position. Additional certifications related to HR or administration may be advantageous.

Experience:
The position requires at least 1 year of relevant work experience in human resources or administrative roles. Candidates should have a proven track record of managing HR functions and administrative tasks effectively, demonstrating their ability to work in a fast-paced environment and handle multiple responsibilities simultaneously.

Languages:
Fluency in spoken and written English is mandatory for this position. Proficiency in Amharic is preferred, as it will facilitate communication with local staff and stakeholders.

Additional Notes:
The contract length for this position is 12 months, and it is classified as a National Contract at Band I2 – Non-Management level. The designated duty station is Dabat, Ethiopia, with a start date of October 15, 202

• Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for National employees. All applicants must upload a cover letter and an updated CV in English, ensuring that the CV does not exceed three pages. Applications sent via email will not be considered. The closing date for applications is September 28, 202
• DRC is committed to achieving gender parity in staffing and encourages women candidates to apply to bridge the gender gap. The organization values diversity and is dedicated to creating an inclusive environment based on mutual respect for all employees.