Human Resources Office Assistant maintains accurate and up-to-date human resource files, records, and documentation. Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management

ABOUT FIRST CONSULT

First Consult is a leading economic development consulting firm implementing projects in Ethiopia. Founded in 2006, First Consult (FC) has grown to design and implement projects across the agriculture, manufacturing and service sectors. Our multidisciplinary teams combine a capacity to execute with clarity of the local context.

We have delivered at-scale real impact in terms of jobs & wealth creation, business formation & growth, and investment attraction & mobilization.

POSITION SUMMARY

The Human Resources Office Assistant position requires excellent organizational skills and the ability to handle sensitive information confidentially. S/he will support the HR department in duties like posting job ads, updating the HR database, doing summaries for job applicants and processing employees’ requests. S/he is expected to be passionate about HR policies and procedures and want to help create a nourishing workplace.

The Human Resources Office Assistant will also be supporting the overall FC staff in day-to-day project and administrative activities. S/he will be supporting the Project Management Unit (Team Leader, Long Term Experts) and Short-Term Experts temporarily joining the organization, in the implementation of project activities, procurement processes as well as logistical arrangements. 

The Human Resource Office Assistant will report to the Office Manager and has a broken line to the Human resource administration Manager

DUTIES AND RESPONSIBILITIES

HUMAN RESOURCES MANAGEMENT

• Maintain employee records (soft and hard copies)

• Update HR databases (e.g. new hires, separations, vacation and sick leaves)

• Assist in payroll preparation by providing relevant data, like absences, bonuses and leaves

• Prepare paperwork for HR policies and procedures

• Process employees’ requests and provide relevant information

• Coordinate HR projects, meetings and training seminars

• Collaborate with the Recruiter to post job ads on careers pages and process incoming resumes

• Manage the department’s telephone center and address queries accordingly

• Assist on preparing reports and presentations for internal communications

• Assist on providing orientations for new employees by sharing onboarding packages and explaining company policies

• Support HR in shortlisting applicants by following the proper procedure

• Coordinating interviews – following up on the selected applicants to ensure they have the right time and date for interviews

• Updating the HR candidate pool

• Any other duties as assigned.

PROJECT MANAGEMENT

• Organize travel and logistics for PMU and Short Terms Consultants.

• Organize and schedule appointments.

• Plan meetings and take detailed minutes.

• Update and maintain project files and folders

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.

• Act as the point of contact for Vendors, Consultants, and other key stakeholders.

• Periodically review and recommend updates to administrative systems to ensure efficiency.

• Any other duties as assigned.

FRONT DESK MANAGEMENT

• Greet and announce visitors in a professional manner

• Provide visitors with information and direct them accordingly

• Screen, answer phone calls and routing callers to the appropriate department or taking messages

• Receive incoming letters and correspondences and directing it to the concerned department

• Coordinating Courier to have letters, correspondences and items picked up from the office and to their designated areas

CLERICAL SUPPORT

• Coordinate and schedule appointments and meetings in addition to booking and arranging conference and meeting rooms

• Floor coordination - Perform large scale fax, copy and scan jobs in addition to making sure of the upkeep of the machines and availability of paper

• Issuing Letters, memoranda, reports and other correspondences and managing their filing systems

ADMINISTRATIVE SUPPORT  

• Monitor and manage the availability and distribution of office supplies, handling shortages and ordering new ones as necessary.

• Organize travel bookings, accommodations and reservations for staff on business related field trips

• Coordinate office events as necessary by managing office calendars and assisting in the event planning and implementation

• Assist in organizing office common spaces and ensuring the clean and organized maintenance of office kitchen, reception area, copy room, and conference room

• Coordinate with other departments to ensure compliance with established policies

• General administrative support and troubleshooting – assist in resolving office related malfunctions and respond to issues

Job Requirements

• Bachelor’s (BA) Degree in Human Resources, Business Management, or relevant Social Science studies with relevant work experience

• Passionate about HR field and little knowledge of Ethiopian Labour Law

• Available immediately.

• Strong command of English and Amharic,

• Good proficiency in Microsoft Office – significant experience with Word, Excel, PowerPoint, etc.

• Excellent organizational and time-management skills

• Teamwork skills

• Hand on experience with HR software, like HRIS or HRMS is a plus

How to Apply

Submit your one-page cover letter and updated CVs via only email:  jobs@firstconsultet.com

NB. Candidates MUST refer to the position title "Human Resources Office Assistant" in the subject line of their email and applications