Human Resource Assistsnt

Action Against Hunger leads the global movement to end hunger. We innovate solutions, advocate for change, and reach 24 million people every year with proven hunger prevention and treatment programs. As a nonprofit that works across 50 countries, our 8,300 dedicated staff members partner with communities to address the root causes of hunger, including climate change, conflict, inequity, and emergencies. We strive to create a world free from hunger, for everyone, for good.

Action Against Hunger USA is part of the Action Against Hunger International network. As an independent NGO, Action Against Hunger USA currently manages operations in 8 countries: Kenya, South Sudan, Somalia, Tanzania, Uganda, Ethiopia, Zambia and Haiti. Action Against Hunger-USA has over $100 million in programs, and approximately 1,800 permanent staff based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

I. Job Summary

Action Against Hunger is looking to fill the position of Human Resource Assistant. Under the supervision of the Human Resources Manager, the Human Resources Assistant will assist with the administration of the day-to-day operations of the human resources functions and duties. The HR assistant carries out responsibilities in some or all of the following functional areas: departmental development, employee relations, training and development, benefits, compensation, organization development, and employment.

Purpose:

To support managing the personnel and HR/Administration unit and maintain effective operation systems ensuring accurate accountability and narrative reporting in a manner that Action Against Hunger HR Guidelines is complied with.

Engagement:

Secures collaboration amongst staff in the capital office and on the Base level in ensuring HR policy, practices, and approaches are adhered to and projects needs are facilitated.

Delivery:

Apply skills to support staff and develop working knowledge that will ensure effective and quality day-to-day operations of the HR department, add value to the organization and promote a sense of pride, purpose and belonging that will enhance/ build positive working culture.

Provide continuous updates of HR reports, i.e. quarterly leave status updates, performance management and quarterly training.

II. Essential Job Duties

1. Human Resources(40%)

• Assist in the recruitment process i.e. receiving applications for various positions as advertised, compiling a summary of the shortlisted candidates and organizing the interview venue.
• Ensure correct implementation of legal and extra-legal holidays.
• Support in tracking performance evaluations and contracts.
• Assist in developing training and development programs.
• Ensure new staff fill out insurance and pension application forms and share them with the HR officer to enroll in the coverage plan.
• Maintain updated staff records both soft (scan) and hard copies in a secured and save them in a hard drive in NHF while ensuring the confidentiality of documents.
• Consolidate staff timesheet, track them and ensure is duly filled, signed and archived in NHF.
• Prepare participant training attendance and update staff trained within the organization on a quarterly basis including the learn lab platform.
• Update the staff list for resignations, transfers, change of designation and new staff
• Sensitizations of risk management policies
• Ensure that inquiries in HR office are dealt with promptly and courteously

2. File Management (30%)

• Maintain up-to-date records in individual personnel files (forms, approvals, requisitions) for all national staff in relation.
• Maintain updated records of Leave days and circulate them to staff on a quarterly basis.
• Keep records of the updated status of Performance Management (Objective setting, Mid-year review, 90days check-in, Annual performance evaluation).
• Ensure Benefits changes are filed on individual personal file
• Maintain an updated file of staff duly signed payslips on a monthly basis.
• Share with the finance and payroll administrator all support documents for monthly Payroll alteration.
• Schedule an Exit interview with the exiting staff and file records
• Prepare documentation for staff acknowledgment signature after sensitization on the organization’s risk management policies.

3. Orientation (20%)

• Preparation of Induction schedule for new staff and ensuring new staff is oriented within the first month of reporting and ensuring schedules have been filed on individual files
• Work closely with other departments to ensure Email, Link, NHF, and working tools are set up upon staff reporting for duty.
• Monitor the induction process, ensuring that performance objectives are set and, and that post-probation evaluation reviews are submitted on a timely basis

4. Administration (5 %)

• Oversee and maintain the day-to-day operations of the office facilities, ensuring a good working environment.
• Support in Office supplies stock management and raise requisition.
• Provide general office support services; draft and/or processes a variety of correspondence and other communication including letters of introduction of staff to various institutions.

5. Other duties as required (5%)

• Other Human Resources and administrative duties as the organization’s activities require.
• Any other duty assigned by the supervisor

III. Supervisory Responsibilities

None

VI. Fiscal Responsibility

None

V. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with interruptions.
• To travel to the field, the employee must attest to a level of physical fitness capable of enduring physically difficult, highly stressful situations which may include the necessity to walk long distances, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents.
• 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.

VI. Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required by contact with the missions, mission security, or other obligations.
• Must be able to travel as required for standard domestic and international business travel as well as to the missions if appropriate. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.

VII. Gender Equality Commitments & Zero Tolerance to Abuse

• Foster an environment that reinforces values of people of all genders equal access to information.
• Provide a work environment where people of all genders must be evaluated and promoted based on their skills and performance.
• Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.
• Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

VIII. Required Qualifications

• Bachelor’s in Human Resource Management, CHRP certificate is an added advantage
• 3 years’ experience in Human Resource management

IX. Required Skills & Experience

• At least 2 years’ experience in the INGO
• Strong interpersonal skills, a high degree of flexibility and a team player
• Excellent writing and organizational skills
• Experience working in a multi-cultural society
• Conversant with word processing, spreadsheet and email computer applications
• Experience in the HR field is an added advantage