Jobs at International Rescue Committee

Job Description

The HR Onboarding Associate, as part of the HR team in I-Hub, guides candidates through the new hire experience and acts as a guide throughout the pre-employment and onboarding process in partnership with Recruiting Associates, HR Partners, HR Focal Points  and hiring managers. This role will complete assignments and tasks by set target dates, including data entry, and ensuring forms, documents and processes are complete and properly updated. 

The Onboarding team is a new hire’s main point of contact after accepting an offer and the Onboarding Associate must be customer service focused striving to make the process easy while ensuring the process is aligned with local labor practices.
 
Major Responsibilities: 

• Proactively engaging with the candidate after the offer is signed. 
• Tracking onboarding tasks which includes new hire communications, data collection and management, compliance acknowledgements, and orientations. 
• Support new hire orientation
• Other responsibilities and projects as assigned to include improving processes and procedures
• Creating policies and handbooks that detail company operations.
• Emailing new hires with details about the company, including parking information and work schedules 
• Welcoming new hires with prepared onboarding kits and an office tour.
• Introducing new hires to their team members.
• Ensuring new hires have the necessary technical assistance to set up their hardware and software.
• Gathering and filing all paperwork related to new hires, including contracts and bio data
• Conducting exit interviews with departing employees to learn about their reasons for leaving the company 

Job Requirements:   

Work Experience: 

• Two plus years of HR Coordination/Specialist experience required
• Experience in a customer service environment with demonstrable experience in active listening and problem-solving skills
• Experience in HR concepts and Employment laws and regulations a plus

 Demonstrated Skills and Competencies and Qualifications: 

• Ability to work under limited direction with sound sense of accountability and aim for results
• Provides outstanding customer service by consistently going above and beyond in building trust and respect among customers.
• Have a Bachelor’s degree in any of the following disciplines: Human Resource Management or equivalent qualifications from a recognized institution
• Membership of the Institute of Human Resource Management in good standing.
• Strong interpersonal skills - able to work effectively with other employees and external parties
• An effective communicator
• Skilled in Microsoft Office applications (Excel a must)
• Confidentiality and sensitive information handling skills.
• Must be very organized and detail oriented with the ability to shift priorities as needed
• Workday, Cornerstone experience a plus

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Position summary

Under the direction of the Secretariat Director, the Senior Program Officer provides coordination, both operations and administrative assistance to the CGPP team, performs a wide range of administrative, coordination, communication, and logistical services in support of the operations of the multi-partner project in Kenya and Somalia.

Key Responsibilities

Operational and Administrative Support

• Serves as an administrative link of the project activities with other programs/departments, i.e., finance, program development, public information, etc.
• Liaises and communicates with project consultants and field staff, providing support, as advised.
• Acts as the main contact person to stand in for team members during absence, following-up on any emergencies with appropriate in-house staff, and sharing workload as vital.
• Support the writing of routine reports, correspondence and assists with the development of project/ program materials.
• Provides administrative support in organizing virtual and in-person CGPP team meetings, taking meeting notes, and follow-up of action points as appropriate.
• Support copyediting, formatting and design of presentation documents as assigned including manuals, brochures, reports, and budget documents.
• Prepares, submits, and reconciles project purchase orders, and other financial transactions in coordination with the finance and admin department.
• Acknowledges receipt of correspondence and documentation in the absence of the Manager and Secretariat Program staff, and drafts preliminary versions of correspondence to be signed by the Manager or deputy.
• Develops and maintains an efficient filing system for the Secretariat, including assistance in coordination of implementing partner proposals, budgets as the need arises.
• Maintains and updates program’s databases and mailing lists using the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook Exchanger.
• Handles the project inventory, supplies and reorders as necessary.
• Assists in the orientation of new staff and consultants by providing them with the vital documents and materials for orientation.
• Serve as a point of contact for all human resource related matters including coordination of new hires, annual performance reviews, employment contract extensions, etc.

Travel Management

• Maintains updated travel plans and budget amounts to provide an accurate overview of the Program’s travel budget, which includes liaising with the financial and administrative department staff for their input.
• Handles preparations, scheduling, logistics, and other various requirements for domestic and international travel.
• Responsible for formatting, distribution and filing of trip reports; Reconciles travel expenditures for all team members and submits them for authorization and payment.

Workshops and Events

• Liaises with members of the implementing organizations to coordinate logistical arrangements for workshops/trainings that take place in different regions or counties/countries.
• Liaises with staff of the secretariat hosting agency, travel agents and other outside vendors regarding venue, travel, hotels, and other Catering Services for the project organized events.
• Coordinates and disseminates all internal and external material, including publicity/ background documents for local and international project events.
• Prepares training kits or information packages and sends material to participants in a timely manner and Coordinates registration process and acts as contact person for the participants.

Qualifications

• Bachelor’s Degree in Business, Management, Administration, Secretarial Sciences, or a related field is preferred.
• Excellent interpersonal, organizational, and written/verbal communication skills, including in cross-cultural settings.
• Ability to interpret program policies and procedures; ability to independently plan, organise and multi-task to carry out work assignments; ability to analyze and prepare fiscal, financial, and statistical records and reports.
• Proficiency in data management software and MS Office.
• Pays close attention to detail.
• Demonstrates knowledge of proper compositional practices to aid in writing and proofreading of project documents.
• Fluency in English and Swahili.
• Willingness to travel frequently to project areas, especially border sub-counties/districts.
• References will be required.

Required competencies:

• Commitment, punctuality, self-starter, a standout colleague,
• Ability to work under difficult conditions in the field, diligent, transparent, etc
• All IRC staff are required to implement The IRC Way Standards for Professional Conduct and the IRC country employment policies.