HR and Administration Assistant

Human Resources (HR)
  • Human Resources (HR)
  • Nairobi

Johanniter-Unfall-Hilfe e.V

HR and Administration Assistant – Johanniter-Unfall-Hilfe e.V.

Summary:

Join Johanniter-Unfall-Hilfe e.V., a German NGO with a rich history of humanitarian work worldwide. We are seeking a proactive and detail-oriented HR and Administration Assistant to support our operations in Kenya. As an integral part of our team, you will contribute to various HR and administrative tasks, ensuring smooth operations and compliance with organizational policies.

Position Title: HR and Administration Assistant

Location: Nairobi, Kenya

Employment Type: Full-time

Experience Level: Entry Level

Responsibilities:

HR Related Tasks:

  • Assist in identifying training needs and organizing internal/external training sessions.
  • Support recruitment processes, including job postings and initial shortlisting.
  • Maintain HR tools such as staff contracts, leave tracking, and performance management records.
  • Ensure personnel files are updated and organized.
  • Represent HR in relevant meetings when required.

Administration Related Tasks:

  • Handle general clerical duties including photocopying, scanning, and drafting correspondence.
  • Manage office errands such as purchasing supplies and coordinating deliveries.
  • Maintain vendor contracts and track office facilities’ maintenance.
  • Assist in booking travel arrangements and meeting venues.
  • Monitor office supplies and facilitate timely replacements.
  • Support in streamlining administrative processes for efficient service delivery.

Statutory Compliance:

  • Collaborate with Finance to ensure timely and accurate payment of staff salaries and statutory obligations as per national labor laws and organizational guidelines.

Office Reception Duties:

  • Welcome and assist visitors courteously.
  • Maintain reception and meeting areas tidy.
  • Manage correspondence and phone calls efficiently.

Safeguarding:

  • Implement safeguarding procedures in recruitment and onboarding processes.
  • Facilitate safeguarding trainings for staff and report incidents promptly.
  • Foster a culture of safeguarding within the organization.

Person Specification:

Qualifications and Experience:

  • Bachelor’s degree in Business Administration, Human Resource Management, or related field.
  • Certification in Secretarial/Front Office/Receptionist duties is advantageous.
  • Up to 1 year of experience in administration or similar role.

Skills:

  • Excellent interpersonal and communication skills.
  • Proficient in English (verbal and written).
  • Strong organizational abilities with keen attention to detail.
  • Collaborative team player.
  • Proficiency in computer applications.

Johanniter Safeguarding Statement:

At Johanniter, we prioritize integrity, respect, and accountability. We maintain a zero-tolerance policy towards harm and misconduct, ensuring a safe and inclusive environment for all staff and volunteers. Reporting and addressing concerns promptly is essential to upholding our values and protecting those under our care.

How to Apply:

Interested candidates should submit their applications to recruitment.kenya@johanniter.de by 28th March 2024, 5:00pm EAT. Please include:

  • Cover letter and CV.
  • Certificates of Service from previous employers.
  • Certificate of good conduct (issued within the past year).
  • Contact details of three former supervisors or HR references.

Equal Opportunity Employer: Johanniter is committed to diversity and encourages candidates with disabilities to apply. Background checks will be conducted to safeguard vulnerable individuals and prevent abuse.


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SAMPLE COVER LETTER FOR AN HR AND ADMINISTRATION ASSISTANT POSITION

[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]

[Employer’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Employer’s Name],

I am writing to express my interest in the HR and Administration Assistant position at Johanniter-Unfall-Hilfe e.V. as advertised. With a degree in Business Administration and practical experience in administrative roles, I am confident in my ability to contribute effectively to your team.

During my academic and professional journey, I have honed my organizational skills, attention to detail, and ability to multitask in fast-paced environments. In my previous role, I successfully supported HR and administrative functions, including maintaining personnel files, organizing training sessions, and handling procurement processes. My experience has equipped me with the necessary skills to perform the tasks outlined in the job description efficiently and accurately.

I am particularly drawn to Johanniter’s commitment to creating a positive work environment built on integrity, respect, and accountability. I share your values and am eager to contribute to the organization’s mission of providing assistance to communities in need.

I am highly proficient in English, both written and verbal, and possess excellent computer skills. I am a team player who thrives in collaborative environments and am committed to upholding the highest standards of professionalism and confidentiality.

I am excited about the opportunity to join Johanniter-Unfall-Hilfe e.V. and contribute to your impactful work. Thank you for considering my application. I look forward to the possibility of discussing how my skills and experiences align with the needs of your team.

Sincerely,

[Your Name]

Frequently Asked Questions:

  1. Q: How can I apply for the position of HR and Administration Assistant at Johanniter?
  2. Q: What qualifications are required for this position?
    • A: A degree in Business Administration, Human Resource Management, or a relevant field is required, along with good computer skills and interpersonal skills.
  3. Q: Is there any specific experience needed for this role?
    • A: Ideally, candidates should have 1 year or less experience in an administration or similar position.
  4. Q: What is Johanniter’s stance on safeguarding?
    • A: Johanniter has a zero-tolerance policy for harm to others and ensures safeguarding is embedded in all recruitment processes and organizational activities.
  5. Q: Can candidates with disabilities apply for this position?
    • A: Yes, Johanniter is an equal opportunity employer that values diversity, and suitable candidates with disabilities are encouraged to apply.
  6. Q: What documents do I need to attach with my application?
    • A: You need to attach a cover letter, CV, Certificates of Service from past jobs, Certificate of good conduct, and reference contacts of three former supervisors or HR responsible.
  7. Q: When is the deadline for applications?
    • A: The deadline for applications is 28th March 2024 by 5:00 pm East African Time.
  8. Q: How will I know if my application has been successful?
    • A: Only shortlisted candidates will be notified via email on short notice.
  9. Q: What language should my application be in?
    • A: Please write your application in the English language.
  10. Q: Is there a specific email subject format for applications?
    • A: Yes, please indicate “HR and Administration Assistant” in the subject line of your email.

Possible HR and Administration Assistant Interview Questions With Answers:

  1. Q: Can you tell us about your experience in administrative roles?
    • A: Certainly, I have recently completed my degree in Business Administration and have had the opportunity to intern in an administrative role where I gained experience in handling various clerical duties, managing office supplies, and assisting with HR tasks such as maintaining personnel files and organizing training sessions.
  1. Q: How do you prioritize tasks when faced with multiple deadlines?
    • A: When faced with multiple deadlines, I prioritize tasks by assessing their urgency and importance. I create a to-do list and rank tasks based on deadlines, ensuring that I tackle the most critical tasks first. I also break down larger tasks into smaller, manageable steps to ensure progress is made consistently.
  2. Q: How do you handle confidential information in the workplace?
    • A: I understand the importance of confidentiality in the workplace and adhere to strict protocols when handling sensitive information. I ensure that confidential documents are securely stored, both physically and digitally, and only accessible to authorized personnel. I follow company policies regarding data protection and confidentiality to maintain trust and integrity.
  3. Q: Can you provide an example of a time when you had to resolve a conflict in the workplace?
    • A: Certainly, in my previous role, there was a disagreement between two team members regarding project responsibilities. I facilitated a meeting where both parties could express their concerns openly. I listened actively, acknowledged each perspective, and helped them find common ground. By encouraging open communication and compromise, we were able to resolve the conflict amicably and refocus on achieving our goals.
  4. Q: How do you stay organized in a fast-paced work environment?
    • A: To stay organized in a fast-paced environment, I utilize tools such as to-do lists, calendars, and project management software. I prioritize tasks based on deadlines and importance, regularly reviewing and updating my schedule to adapt to changing priorities. I also maintain clear communication with colleagues, ensuring everyone is aware of project timelines and expectations.
  5. Q: How do you handle a high volume of administrative tasks efficiently?
    • A: I handle a high volume of administrative tasks efficiently by implementing time management strategies such as batching similar tasks together, setting realistic deadlines, and delegating when appropriate. I also leverage technology to automate repetitive tasks and streamline processes wherever possible, allowing me to focus on more complex responsibilities.
  6. Q: Can you describe your experience with handling vendor contracts and procurement processes?
    • A: In my previous role, I was responsible for managing vendor contracts and procurement processes. I maintained a database of vendors, negotiated contracts to ensure favorable terms for the organization, and coordinated purchasing activities to meet operational needs. I followed established procedures for procurement, including obtaining multiple quotes and adhering to budget constraints.
  7. Q: How do you ensure accuracy and attention to detail in your work?
    • A: I place a strong emphasis on accuracy and attention to detail in my work by double-checking information, proofreading documents meticulously, and maintaining thorough records. I take the time to review my work carefully before submitting it, ensuring that all details are correct and any errors are corrected promptly.
  8. Q: Can you provide an example of a time when you had to adapt to a new software or technology quickly?
    • A: Yes, in my previous role, our company implemented a new project management software. I proactively familiarized myself with the software by attending training sessions, exploring its features, and seeking assistance from IT support when needed. Despite initial challenges, I quickly adapted to the new technology and became proficient in using it to streamline our workflow.
  9. Q: How do you contribute to creating a positive work environment?
    • A: I contribute to creating a positive work environment by fostering open communication, demonstrating respect and empathy towards colleagues, and actively participating in team collaboration. I encourage a supportive atmosphere where everyone feels valued and motivated to contribute their best. By maintaining a positive attitude and offering support to others, I help cultivate a culture of teamwork and productivity.

Salary Range Estimate: $800 – $1000 per month.

Best wishes: We wish all applicants the best in their job search. Remember, Johanniter is dedicated to attracting and retaining top talent from diverse backgrounds as we strive to be a better development partner. We do not charge any application or recruitment fees, ensuring equal opportunities for all candidates.

To apply for this job email your details to recruitment.kenya@johanniter.de


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