Human Resources and Administration Technical Assistant at Norwegian Refugee Council (NRC)

Role and responsibilities

• The purpose of the assistant position is to assist in the day-to-day implementation of the support functions responsibilities. Use action words such as conduct or assist for the position's relevant responsibilities.

Generic responsibilities 

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan. 

• Adhere to NRC policies, tools, handbooks, and guidelines. 
• Assist with the implementation of the support function portfolio according to a plan of action.
• Prepare and develop status reports as required by management. 
• Ensure proper filing of documents. 
• Promote and share ideas for improvement of the support function. 

Specific responsibilities 

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus, and type of program intervention. This section shall be revised whenever a new employee is hired or the context changes significantly. 

• Ensure proper and systematic filing of all personnel files. 
• Support the recruitment process by collecting applications, longlisting, scheduling examinations, and administering tests. 
• Support in communicating appointments and communicating benefit information. 
• Maintaining a database of field office recruitment 
• induction of new staff, schedule briefing with relevant departments and assist in email address requests for new staff. 
• Support in Issuing contracts for both casual workers and full-time workers 
• Support in the Management of employee records on NRC People at the field level 
• Issuance of stock requests to the relevant department and updating and sharing the stock report monthly. 
• Ensure that office and guest house supplies are requested in and timely distributed. 
• Tracking of NRC Tracking tools (Timesheet, Payslip, Stock, Inventory, Leave, etc.) and report monthly. 
• Preparing and circulating the Minutes from all staff meetings 
• Supervising of the cleaner/cook 
• Any other task assigned by Line Managers 

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: 

• Strategy and project planning: HR Manager, HR/Admin Coordinator, HR/Admin Team Leader, HR Officer, Admin Officer, Area Support Coordinator 
• Base/Country Office operations: Country Director, Programme Managers, Consultants, Advisors, Support Functions 

Scale and scope of position Staff

Staff: Numbers and titles of staff directly managed by the post holder, and numbers of staff and daily workers/incentive staff responsible for overall in the unit. (Nill)

Stakeholders: Key external stakeholders the post has relationships with (e.g. UN agencies, INGOs, local NGOs, civil society, governmental bodies) Vendors, Tertiary Institutions

Budgets: List of budgets covered by post holder, and size of budget (Nill)

Information: Brief description of the information resources the post holder is responsible for at CO level (e.g. GORS, Agresso, Webcruiter, Intranet) Agresso, Webcruiter, Intranet

Legal or compliance:  Brief description of any legal or compliance responsibility the post holder has (term of employment, vendors, donors) term of employment, vendors, donors, Code of conduct

Competencies 

The below competencies are important for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Generic professional competencies: 

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies: 

• Experience working as a Support Function in a humanitarian/recovery context 
• Previous experience from working in complex and volatile contexts. Work experience in the Northeast is a plus, especially the context of Adamawa
• Documented results related to the position’s responsibilities 
• Some knowledge of English

Context/ Specific skills, knowledge and experience: 

• Good university degree from a reputable university
• Knowledge about own leadership skills/profile
• Documented results related to the position’s responsibilities.
• Fluency in English both written and verbal
• High level competence in computer skills (Microsoft Office applications)

Behavioural competencies 

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect