Administrative and HR Assistant

1.Administration:

• Receive and screen all incoming calls
• Receive and screen visitors
• Ensure routine secretarial duties, such as filing of documents, drafting correspondences
• Reception, registration and dispatching of external correspondences
• Assist in updating administrative and human resources files for chronological and easy reference
• Assist in organizing travels (booking of hotels, flights for IRCAF staff and visitors, Visa applications etc.)
• Provide photocopying and binding services to all ICRAF staff
• Handing petty cash and produce the financial report and the request for the replenishment as per CIFOR-ICRAF procedures
• Manage all administrative tasks for CIFOR-ICRAF and hosted centers (ILRI and WVC)
• Manage secretariat (receiving visitors, providing orientation for new staff, organizing office filling system, receiving, and making calls)
• Interface with public administration, bank, and service providers.

2.HR Liaison:

• Human Resources

oAssist in NRS and consultants’ recruitment (placing advertisement, reviewing applications, facilitating candidates interview and drafting selection recommendation for HR in head office, initiating contracts in MyCIFOR

oPrepare NRS, consultants, temporary contracts

oMaintain personal files for all NRS in the CIFOR-ICRAF office in Ouagadougou

oFollow up and update the health, life, accidental death and dismemberment (AD&D), Long Term Disability (LTD) plan and other insurance for CIFOR-ICRAF and hosted centers’ staff

oProvide support to HR head office on all other human resources related matters

oPrepare salaries

oPrepare IUTS and CNSS declarations

• Recruitment

oSelection process

oPreparation of Appointment letters/contracts

oOn boarding of new staff including induction program

oSeparation

• Contract Management

oFollow up on contract renewal reminders in Burkina Faso

oProcess other staff letters in relation to their contracts

oUpdate personal files for staff with respective letters

oProcess consultancy contracts, badges and maintain consultancy list

oMaintain and update contract renewal log

• Provide support on employee relations activities

oAssist employees on work matters, career development, personal problems, and industrial matters

oFollow up medical insurance contract.

• Performance Management

oAnalyze training needs in conjunction with departmental managers

oAid supervisors and management during the promotion process, provide advice as per policy and on time compilation of the data for submission to the country office

oProvide guidance to employee performance evaluation and ensure the on-time completion of the process.

• HRIS/SMIS

oPerform all HR related tasks in the system and update dashboard

oPerform student management information system tasks and update the country dashboard.

• HR projects

oParticipate on the various HR projects, e.g. Compliance audits, etc.

oSpouse programs

oHIV/AIDS programs

oStaff welfare programs.

Requirements

• At least 3 years in administration and HR work.
• Excellent communication skills – both verbal and written in French and in English.
• Proficiency in working with Microsoft packages, including Outlook, Word, and Excel.
• Accuracy in reporting detailed admin and HR information.
• Ability to work as part of a team, as well as on own initiative.
• Ability to communicate effectively with colleagues and professionals alike.
• Confidence in liaising with external organizations.
• Ability to work under pressure, plan and prioritize own workload, manage competing tasks, and meet deadlines.
• An understanding of, and commitment to, equal opportunities.
• Ability to maintain effective office systems.
• Ability to travel locally and abroad as required.