HR and Administration Assistant

Frequently Asked Questions:

1. Q: How can I apply for the position of HR and Administration Assistant at Johanniter?
   • A: You can apply by sending your application to recruitment.kenya@johanniter.de with the required documents mentioned in the job description.
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.

2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.