Human Resources & Admin Assistant at Save the Children

JOB TITLE: Human Resources & Admin Assistant

TEAM/PROGRAMME: HR, Admin

GRADE: 5

LOCATION: Liberia

POST TYPE: National (1 year contract with possibility of renewal)

CHILD SAFEGUARDING: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.

ROLE PURPOSE: The HR/Administration Assistant reports to the HR/Administration Coordinator. He/she is responsible for providing efficient and effective administrative support is to the country office. He/she will ensure all Administration Standard Operating Procedures are adhered to. The HR/Administration Assistant should ensure all measures are taken to meet timely service.

SCOPE OF ROLE:

Reports to: HR/Administration Coordinator

Staff directly reporting to this post: None

Country Dimensions:

About Save the Children: Save the Children has been operational in Liberia since the 1991, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, livelihoods, nutrition. In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Liberia In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. Save the Children now has an operational presence in Montserrado, Bong, Grand Bassa, River Cess, River Gee, and Grand Gedeh and we work through partners in many other parts of the country.

KEY AREAS OF ACCOUNTABILITY:

General Office Management

1. Manage the office switchboard, answer telephones and direct calls to relevant persons.
2. Greet and welcome all Liberia Country Office visitors and direct them to the relevant staff/persons.
3. Responsible for ensuring that the front office is tidy and clean at all times.
4. Manage the office switchboard, answer telephones and direct calls to relevant persons.
5. Send and receive office mail and parcels via courier and maintain a tracker for the same.
6. File and maintain files of front desk documents.

Payment of Utilities

1. Processing invoices related to domestic flight booking and Liberia accommodation bookings within 14 days of invoicing.
2. Updating domestic flight costed bookings on a monthly basis and sharing the sae with the HR and Admn .

Travel and Accommodation

1. Make accommodation bookings for international staffs visiting Liberia Office.
2. Domestic flight bookings for Liberia Country Office staffs and visitors.

Administration

1. Processing of Airport Visa, Residence permit for international staff at Liberia Immigration Services (LIS)
2. Process Work permits for international staff at Ministry of Labour (MOL)
3. Support Business registration process, tax clearances at Liberia Revenue Authority, Ministry of Finance, Planning and Development, Liberia Business Registry
4. Human Resources
5. Support the HR coordinator in keeping an up-to-date personnel filing system for all current records.
6. Supporting the country office in managing personnel e-filing data base on SharePoint.
7. Support in recruitment and selection of incentive workers for Country Office
8. Effectively managing incentive workers contracts and daily hires information for Country office.
9. Other duties: Covering for Support Services Officer when away.

   Child Safeguarding:

10. All staff have an obligation to ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. They must conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
11. All staff must ensure the way they are carrying out their work is not putting children at risk (or further risk).

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

1. Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
2. Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

1. Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
2. Widely shares their personal vision for Save the Children, engages and motivates others
3. Future orientated, thinks strategically

Collaboration:

1. Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
2. Values diversity, sees it as a source of competitive strength
3. Approachable, good listener, easy to talk to

Creativity:

1. Develops and encourages new and innovative solutions
2. Willing to take disciplined risks

Integrity:

1. Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE

Essential:

1. A first degree in business administration /Human Resource Management
2. Minimum three years’ experience in a similar role in an International NGO
3. Possess proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint)
4. Excellent written and verbal communication skills
5. Strong and proven experience in people and relationship management
6. Ability to manage multiple requests and to liaise with several different departments.
7. Assertive and pro-active, with the ability to work on own initiative with little supervision.
8. Good analytical skills with the ability to identify key points from complex material or information.
9. Ability to cope with varying workloads and interruptions and to organize activities to provide efficient services
10. Comply with the requirements of Save the Children’s Child Safeguarding Policy and other Global Policies
11. A willingness to travel occasionally to field area offices.
12. Fluent in English and Swahili
13. Commitment to Save the Children Value

CHILD SAFEGUARING POLICY:

All employee, consultant, contractor or the supplier undertaking an activity on behalf of SCI must sign the Child Safeguarding – Declaration of Acceptance Form] and comply with the SCI’s Child Safeguarding Policy which is a statement of SCI’s commitment to preventing abuse and protecting children with whom it comes into contact.

How to apply

Please follow this link to apply: https://www.aplitrak.com/?

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