HR and Administration Assistant at FHI360 Full Time

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender equality, youth, research, technology, communication, and social marketing — creating a unique mix of capabilities to address today’s interrelated development and humanitarian challenge in more than 70 countries. FHI 360’s Crisis Response team is responding to the humanitarian emergency in Amhara, focusing on emergency health, nutrition and WASH activities to support the goal of reducing morbidity and mortality.

Job Summary:

Under the supervision of HR & Admin Officer, the HR and Administration Assistant is responsible for performing general human resources and administration functions and plays a key role in the overall HR functions including staff recruitment, contracts preparations, staff leaves/attendance and timesheets tracking. The HR and Administration Assistant will support program’s staffing needs and work closely with HR and Admin Officer and Finance & Admin Manager to comply with Program and Operations requirements.

Accountabilities:

• Able to run standard reports and create ad-hoc reports for special projects.
• Conducts new employee orientation and may assist with the separation process.
• With support from the HR and Admin Officer, assists with training and development programs as needed.
• Recommends improvement or changes in systems, processes, or procedures to management.
• Supports staff during the preparation of meetings and workshops as needed (stationery, refreshments, lunch etc.)
• Provides administrative support to staff for copying and scanning.
• Ensure that all forms are always available and updated.
• Answering telephone, taking the messages, greeting guests, handling inwards and outgoing mail and faxes, making international phone calls and make sure of recording all the mails & faxes in daily record books as needed
• Ensure that Record of stationery usage for monthly orders (photocopy papers, flipcharts papers, stationery for workshops and for office…etc.)
• Maintain proper filing systems, ensuring documents are easily accessible as needed physically and on SharePoint.
• Responds to staff request for administrative support as needed.
• Schedules meetings and meeting arrangements
• Assist the HR and Admin Officer to follow up with staff to submit their timesheets on a timely manner.
• Assignments vary based on department and/or functional area. May handle special projects and execute research and data analysis tasks.
• Ensure that the Guest House is always clean and arranged for staff visiting from other offices.
• Supervise the cleaners for both the Guest house and Office.
• Coordinate and ensure the local authorities are duly informed when sub-offices are opened or closed.
• Monitor staff leave records.
• Support the HR and Admin Officer in ensuring the update of the various contracts and administrative leases in area of operations in cooperation with logistics and security department.
• Control the updating of individual files of personnel.
• Maintain filing system for all correspondences both internally and externally.
• Performs other duties as assigned.

Problem Solving & Impact:

• Works on assignments that are routine in nature.
• Has the ability to recognize situations that deviate from accepted practice and seeks managerial advice prior to taking action.
• Errors may affect departmental function and ability to meet deadlines.

Supervision Given/Received: 

• Works under direct supervision and follows specific instructions; work is subject to regular review.
• Does not change procedures without supervisor’s approval.

Education:

• BS/BA in Human Resources, Business Administration, Social Sciences or related field

Experience: 

• 1-3 years of experience providing HR in an office setting and at least 1 years working in an international NGO, bank, or preferably with USG programs
• Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access) and HRIS /Payroll systems.
• Prior work experience in a non-governmental organization (NGO) desirable but not required.
• Excellent analytical and organizational skills. Ability to think critically and creatively.

Typical Physical Demands:

• Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.

Technology to be Used: 

• Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other handheld devices.

Travel Requirements:

• Less than 10%

Duration:

• 3 months with the possibility of extension