HR and Admin Assistant – Shire

Medical Teams Calling   

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates’ eligibility thorough background checks, police clearance, and professional reference check processes.

 JOB SUMMARY

The HR and Admin Assistant will contribute to the calling of Medical Teams by providing the day-to-day Medical Teams HR Assistant support in Office to ensure quality health care services for internally displaced peoples and host community. This position will be responsible for ensuring proper implementation of HR and Admin Assistant activities and assist in recruitment, benefits, performance management, and staff development.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist and disseminate requests for local positions through all available networks
• Coordinates the recruitment process of new staff and manages their induction to the organization –
• Assist in conducting reference and background checks on possible candidates as required
• Prepares appointment letters and contracts for staff and contractors.
• Maintains and tracks all personnel records and databases.
• Facilitate setting up job Interview schedule and help with hiring.
• Assist in compiling any disciplinary cases finding documents and ensure files are handled according to Medical Teams policy and legal requirements.
• Assist with recruiting and onboarding new employees.
• Provide support and translation services when needed within the office.
• Ensure that all HR paperwork is promptly archived to Medical Teams HR and Admin Department.
• Support through regular follow-up that all staff a have valid contracts and alert the HR and Admin Manager for the next possible administrative action.
• Support all other administrative tasks needed in to ensure positive and high impact programs are implemented in a timely and efficient manner.
• Regularly follow office refreshments and office stationery items are properly utilized and ensure that stocks are running without any shortage.
• Work well with other departments and team members.
• Regular follow and ensure timely payment for any outstanding office utilities bills. Assist the logs team with travel, hotels, and flights for staff in transit when needed.
• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.
• Maintain a clean and orderly work area that ensures privacy
• Support other staff and colleagues to maintain good infection control practices to prevent spread of illnesses within the office and among the staff

  Other Duties:  

• Utilize volunteers when appropriate.
• Additional duties as assigned.

EDUCATION, LICENSES, & CERTIFICATIONS

Required: 

• Bachelor’s degree in Human Resource, Management or equivalent.

EXPERIENCE

Required: 

• Minimum 2 years’ experience working in HR administration.
• Experience with Microsoft Excel.

Preferred:  

• Experience working with INGOs is an added advantage.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge: 

• Basic understanding of HR practices (hiring, employee records, etc.).
• Familiar with labor laws and employee rights.
• Knowledge of HR software (like HRIS or payroll systems).
• Understanding of company policies and employee documentation.

Skills: 

• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Good at communication (both written and spoken).
• Strong attention to detail for managing records.
• Good at organizing tasks and managing time.
• Able to keep information confidential.

Abilities: 

• Maintain employee files and keep them up to date.
• Support the HR team in daily tasks and projects.
• Handle HR documents like contracts and offer letters.
• Help with employee training and other HR activities.

PHYSICAL CONDITIONS AND WORK ENVIRONMENT

Physical Requirements:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as copy machines and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to 10KG.
• Seldom to occasionally positions oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.