Admin Assistant(River Nile)- BFD

Job Description

Section/Unit	Human Resources
Supervisor	HR /Operation Officer
Duty Station	River Nile
Closing Date	31 March 2024

Building Foundation for Development (BFD) is an international non-profit, non-governmental organization that is committed to empowering the most vulnerable groups in society. BFD works humanely and transparently to implement sustainable development and relief programs of the highest quality. BFD follows the four basic humanitarian principles of humanity, neutrality, independence, and impartiality to make a positive impact on the lives of people in need and to promote sustainable development in the communities it serves. BFD aspires to provide an integrated humanitarian and development response to conflict-affected areas through a professional, neutral, transparent approach, and adherence to the Core Humanitarian Standards (CHS).

MAIN PURPOSE: Under the Supervision of the HR/Operation officer and Field Manager, the Admin Assistant is responsible for supporting Office Supplies, employee onboarding, national staff, performance management, time and leave management and supporting the field office. The Admin Assistant will work closely with the HR and the Field Management team to ensure HR processes are seamlessly implemented and in line with the BFD policies and guidelines. The position is in contact with staff and should ensure that the HR department proactively provides seamless and people-friendly services in line with BFD policies and guidelines.

Duties and responsibilities:

Administrative:

• Ensure office reception is well managed, organized and attended to, at all times, receiving guests, directing them, as well as receiving and dispatching calls (i.e. seating, visibility, notice board, tidiness, etc.)
• Ensure that the office stationery, office supplies and guesthouse supplies are ordered on time which involves raising purchasing requests.
• Provide secretarial support such as typing, taking minutes, drafting letters, and translating English or Arabic documents, etc.
• Ensure that the telephone bills, electricity and water bills are paid on time for the office, guest house and other compounds in collaboration with the finance team.
• Be responsible for organizing BFD events such as seminars, meetings and workshops.
• Keep a record of all stationeries/stocks used in the office and produce monthly stationery stock reports;            
• Facilitation of office building, premises and equipment maintenance and repair
• Day-to-day management of the guesthouse and office including direct supervision of cleaners.
• Assist in filing, preparing and keeping an updated database of all admin activities and BFD contact list regularly
• To report all administration activities on a weekly/ monthly basis to the line manager.

HR:

• Adhere to BFD policies, tools, handbooks and guidelines.
• Assist with the recruitment process by calling the candidates and arranging for the test and interviews also create longlist with close supervision of HR 
• Follow up with staff attendance/timesheet/leave records daily and prepare a summary report of attendance to be submitted Field Office each month.
• Ensure proper filing of documents as per the BFD standard.
• Proactively participate in recruitment processes including interview scheduling, interviewing, preparation of outcome reports and reference checks.
• Any other task requested from time to time.

On-boarding and staff orientation:

•  Working with the Field Coordinator and the HR in coordinating and facilitating a comprehensive orientation program for all new staff in the field office.
• On-boarding new staff into BFD administration and staff policies. Ensure all policies are signed on reporting day and the policies are well articulated during the onboarding process.
• Periodically support the orientation of staff on BFD HR Policies and procedures.
• Send To New Employee Mandatory Training and Follow up with the employee according to Deadline.

Performance Management

• Supports the HR team in following up on the performance management process for BFD Staff in the field office.
• Communicating with line managers on performance management due dates and ensuring that performance management processes are followed.
• Follow up on submission of completed performance management forms and ensure performance goals are set.
• Updating the performance management tracker and ensuring that all eligible staff have participated in the performance management process.

Leave/Timesheet management:

• Guide the leave application process and be the custodian of leave application forms in the field.
• Verification of leave before approval and updating the leave tracker for all staff every week.
• Updating the timesheet tracking schedule monthly and sharing it with the HR Manager.
• Monitor staff attendance by checking records on fingerprint devices and generate a weekly record to share with the Field manager.
• Follow up with staff on leave utilization and staff leave plans.

Reporting and Database management

• Ensure updating of all leave Tracker database, timesheet database, master contract list for all staff, and other reports prepared and consolidated for management use as appropriate.
• Maintain updated staff files at the field level.
• Archive Employee File Soft and Hard Copy. 

Any Other Business AOB

• Carry out other related duties as assigned by the supervisor.

Minimum Qualification, Skills and Experience Required:

• Hold a degree in Business Management or relevant fields
• Has a minimum of one year of experience working in similar positions 
• Ability to effectively communicate with the team 
• Self-motivated, results-driven and excellent sense of organization
• Good writing skills – the ability to develop high-quality reports and accurately analyze M&E data
• Excellent interpersonal and negotiation skills
• Ability to exercise sound judgment and make decisions quickly and independently
• Extremely flexible, and have the ability to cope with stressful situations.
• Ability to relate to and effectively motivate staff
• Ability to represent the Agency in high-level meetings with local government
• Good in computer applications, especially with Word and Excel, PowerPoint a plus.

Core Humanitarian Standards (CHS): The role holder is required to carry out the duties in adherence to the Core Humanitarian Standards, the values and principles outlined in BFD’s policies such as Code of Conduct, Prevention of Sexual Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, Anti-Retaliation, and other internal policies and guidelines.

Equal Opportunities: The role holder is required to carry out the duties by the BFD Equal Opportunities and Diversity policies and procedures

Please do not apply unless you meet the minimum application requirements, otherwise, you will not be considered. 

How To Apply:

Please, submit your CV, work certificates, and qualifications through the HAC Office in River Nile State, a telephone contact number, and two professional references, closing date: 31.03.2024, at 14:00