Human Resources & Administrative Assistant (Deadline: Nov 10, 2022)

Position Overview

The HR (Human Resources) & Administration Assistant is responsible for proactively managing the day-to-day administrative affairs of Addis Ababa HQ Office and to also providing Human Resources Management support for the Addis HQ Office as well as support the Ethiopia Country Team Human Resources.

The HR & Administration Assistant’ s primary responsibilities include:

Front Office Management.

• Receiving and responding to telephone and electronic correspondence and ensure timely action on correspondences.
• Type letters and other official documents.
• Prepare meeting minutes, documents and reports as and when required.
• Handle collection, distribution and dispatch of mail by postal or courier services.
• Ensure proper filing of documents
• Keep office stationery and handle distribution
• Receive visitors and direct them to appropriate officers
• Coordinate logistics & hospitality of office meetings and events
• Maintain office supplies, furniture, and equipment to ensure that they are functioning well.
• Arrange for meetings, trainings, seminars, workshops and staff functions when requested
• Arrange monthly airtime, internet and other utility payments for staff
• Assist staff in processing work advance and settlement
• Work cross-departmentally to support other teams with administrative tasks
• Other administrative and office duties as assigned
• Ensure office cleaning and coffee desk management

Human Resources duties

• Assist with all internal and external HR related inquiries or requests.
• Maintain both hard and digital copies of employees’ records, including being a Champion of BambooHR. Assist with monitoring of staff leave requests and balances
• Schedule meetings, interviews, HR events and maintain agendas.
• Produce and submit reports on general HR activity.
• Support with dissemination of HR policies and guidelines to staff
• Assist with duties pertaining to recruitment and separation of Lifewater International staff – screening applications, performing reference checks and issuing employment contracts, following up on handover and clearance forms for exiting staff.
• Coordinate with the Administrators and Supervisors to ensure effective use of the staff exit forms

Reports to:  Sr Director of Global Programs Implementation

Work Experience and Qualifications

Key job requirements

• Adherence to Lifewater’s statement of faith
• Passion for Lifewater’s mission of serving vulnerable communities and children
• Advanced degree (from a recognized university) in Human Resources, Business Administration, Industrial Organization or related field AND 5+ years’ experience as Administrative Assistant, Human Resources Assistant, or related experience.
• Basic experience in processing payroll, leave and recruitment, preferably with an INGO.
• Good experience in MS Word, MS Excel, PowerPoint presentation, HRIS (added advantage)
• Proficient in written and spoken English.
• Knowledge of the local labor laws is an added advantage.
• Excellent attention to detail.
• Excellent interpersonal, facilitation, and communication skills.
• Ability to maintain a high level of confidentiality regarding personnel information.
• Strong organizational skills and the ability to multitask.
• Domestic and international travel as needed

Personal Skills and Abilities Required

• Commitment to the mission, vision, and core values of Lifewater International
• Honest and dependable in all areas including finances
• Must also be able and willing to travel within the region and internationally as required.
• Well organized