HR/Admin Technical Assistant

Job Posting Organization:
The Norwegian Refugee Council (NRC) is a humanitarian organization that provides assistance, protection, and durable solutions to refugees and internally displaced persons worldwide. Established in 1946, NRC operates in multiple countries, focusing on areas such as education, shelter, and livelihoods. The organization is committed to ensuring that displaced people can rebuild their lives and regain their rights. NRC employs thousands of staff globally, working in various contexts to deliver aid and support to those in need.

Job Overview:
The HR/Admin Technical Assistant position is designed to support the Administration and Human Resources Department in the daily implementation of administrative and HR activities within the NRC Sub-Office in Mahagi. The role requires compliance with NRC policies, tools, manuals, and guidelines. The assistant will work closely with the HR/Admin Officer to ensure proper archiving of administrative documents both in hard copy and electronically, adhering to the established filing system. The position demands maturity and initiative, encouraging the assistant to propose ideas for improving administrative and HR functions at the Mahagi Sub-Office. The assistant will contribute to the effective management of administrative and HR activities, ensuring smooth operations within the office.

Duties and Responsibilities:
The HR/Admin Technical Assistant will be responsible for a variety of tasks, including but not limited to: receiving and dispatching internal and external mail at the Mahagi Sub-Office, ensuring proper distribution and maintaining a tracking register; archiving all administrative documents (leases, medical agreements, and other contracts) in both hard and electronic formats; managing relationships with the CNSS (National Social security" style="border-bottom: 1px dotted #007bff !important;">Security Fund) regarding enrollment and payment of contributions; assisting in the recruitment process for temporary staff, including posting job ads, collecting applications, and organizing written tests and interviews; compiling new employee files upon their entry, ensuring all documents are complete according to NRC's checklist; ensuring that each new employee has signed a Job Description with their supervisor, with a copy properly filed; maintaining and updating personnel records for the Mahagi Sub-Office; ensuring proper archiving of employee files throughout their employment cycle; tracking monthly movements such as annual leave and public holidays, and providing updated trackers to the HR/Admin Officer for verification; ensuring proper documentation and filing of payment declarations and proofs; obtaining signatures on payroll slips at the end of each month and archiving them according to given directives; updating and tracking timesheets for national staff; regularly reporting activities to management for support when necessary; and performing any other tasks assigned by the hierarchical superior.

Required Qualifications:
Candidates must hold a university degree in law, finance, accounting, economics, business management, or a relevant discipline. Professional skills are essential for ensuring good performance in this role, including the ability to meet deadlines, write clear and concise reports, and proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) as well as other data analysis and processing tools. Additionally, candidates should have a good understanding of travel management and accommodation arrangements.

Educational Background:
A university degree in a relevant field such as law, finance, accounting, economics, business management, or a related discipline is required for this position. This educational background provides the necessary foundation for understanding the complexities of administrative and HR functions within a humanitarian context.

Experience:
The position requires candidates to have relevant experience in administrative and HR functions, ideally within a humanitarian or non-profit organization. Experience in managing documentation, recruitment processes, and personnel management is highly desirable. Familiarity with NRC's operational context and policies would be an advantage.

Languages:
Fluency in French, both written and spoken, is mandatory for this position. Proficiency in English or other local languages would be considered an asset, enhancing communication within the diverse environment of NRC operations.

Additional Notes:
This position is likely to be full-time, with specific contract duration details to be confirmed upon hiring. The role may involve working in a challenging environment, requiring adaptability and resilience. Compensation and benefits will be aligned with NRC's policies and standards, ensuring fair remuneration for the responsibilities undertaken.