HR and Administration Officer

Job Description

Under the guidance and supervision of the Operations Manager, undertake administration and HR functions of Lifeline Gedo organization. The HR and Admin officer is required to provide quality and to provide quality and efficient administrative/HR support to the Dolow, Bardere, Belet-Hawo and Ceel-Waaq office in accordance with Lifeline Gedo policies and procedures.

Main duties &

Administration

Responsibilities:

 Carry out administrative functions of the Dolow, Bardere, Belet-Hawo and Ceel-Waaq offices and provide support required by all Lifeline Gedo staff including but not limited to flight or hotel bookings, travel arrangements, organizing office meetings, trainings, and workshops, taking minutes of staff meeting and circulating to the relevant staff thereafter

 Process monthly bills for Dolow, Bardere, Belet-Hawo and Ceel-Waaq offices that includes rent, electricity, water, garbage disposal, casual staff and among others.

 Responsible for submission of staff visa applications to the immigration or relevant embassies and further follow up.

 Organize transport/escort booking for visitors with relevant stakeholders

 Receive, respond, or forward all incoming/outgoing calls of the office and keep records

 Receive office visitors and provide required support and guidance.

 Maintaining up to date admin filing system.

 Make available all administrative forms as required or requested by staff

 Keep proper record for utilization of office stationery and supplies

 Ensure proper maintenance and functioning of the office equipment and other facilities (photocopy machine, telephones, toilets, etc.).

 Ensure the proper functioning of the office utilities (water & electricity)

 Ensure effective communication with logistics, finance and programme team regarding outstanding bills and administrative issues.

 Initiate/Raise Supplies Requisition (SR) for admin related expenditure (e.g. purchase of office stationary, utility bills, office rent, casual services, repairs and maintenance, etc..).

 Organize renewal and signing of office lease agreements, utilities and domestic staff contracts in good time.

 Assist in the management of Lifeline Gedo guest/team house and ensure that the facility is suitable for visitor’s use.

 Assist in ensuring all office facilities and equipment are in good working condition and that any necessary repairs are undertaken immediately.

 Liaising with staff medical insurance providers on timely issuance of medical cards, submission and follow up of staff complaints and action taken.

 Supervise office domestic staff.

Human Resource (HR)

 Keep HR files up to date.

 Maintain contract files for all staff including contract amendments.

 When new staff joins the organization, all necessary documents relating to the new staff should be organized and filed in the employee’s personal file. The file should be

 Assist in organizing orientation for new staff upon joining the organization

 Scheduling of interviews including contacting candidates, booking venues, setting up

the interview arrangements.

 Assist in the preparation of monthly payroll notification in good time

 Manage staff leave through HR system.

 Update new staff details on the HR system

 Provide updates on leavers and joiners of the organization on quarterly basis.

 Performance management: – follow up with departmental heads and Line Managers on Staff Development Reviews (PDRs) by sending reminders and emails; checking and properly filing of PDRs submitted.

 Ensure proper clearance for staff leaving the organization, preparing work certificates for leavers as or when necessary;

 Coordinate submission of staff timesheet and ensure timely submission to finance

team. .

 Any other duties that may be deemed appropriate to this role by the line manager.

Responding to Emergencies

ü Participate and contribute as necessary towards Lifeline Gedo’s Emergency response

Lifeline Gedo Code of Conduct and Associated Policies

 Comply with Lifeline Gedo’s health, safety and security guidelines during emergencies

 Lifeline Gedo’s Code of Conduct (CCoC) and its associated policies

 Adhere to the standards of conduct outlined in the (1) Programme Participant Protection Policy; (2) Child Safeguarding Policy; and (3) Anti-Trafficking in Persons Policy.
Bachelor’s degree in HR or Business Administration or any other related fields.

 At least 2 years professional experience with non-governmental organizations or humanitarian context.

 IT knowledge is added advantage

 Good interpersonal and communication skills

 Commitment to working in a team

 Good organizational skills and ability to multi-task

 Strong computer skills especially spread sheet

Disclaimer Clause

This job description is not exhaustive and may be revised by the line manager from time to

time.