CIFOR-ICRAF
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The Admin and HR Assistant position consists in bringing support for all administrative and HR related issues in CIFOR-ICRAF Burkina Faso office and hosted institutes (ILRI and World Veg) as well as liaise with CIFOR-ICRAF, WVC and ILRI HQ’s.
Duties and responsibilities
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
o Assist 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
o Prepare NRS, consultants, temporary contracts
o Maintain personal files for all NRS in the CIFOR-ICRAF office in Ouagadougou
o Follow 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
o Provide support to HR head office on all other human resources related matters
o Prepare salaries
o Prepare IUTS and CNSS declarations
- Recruitment
o Selection process
o Preparation of Appointment letters/contracts
o On boarding of new staff including induction program
o Separation
- Contract Management
o Follow up on contract renewal reminders in Burkina Faso
o Process other staff letters in relation to their contracts
o Update personal files for staff with respective letters
o Process consultancy contracts, badges and maintain consultancy list
o Maintain and update contract renewal log
- Provide support on employee relations activities
o Assist employees on work matters, career development, personal problems, and industrial matters
o Follow up medical insurance contract.
- Performance Management
o Analyze training needs in conjunction with departmental managers
o Aid 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
o Provide guidance to employee performance evaluation and ensure the on-time completion of the process.
- HRIS/SMIS
o Perform all HR related tasks in the system and update dashboard
o Perform student management information system tasks and update the country dashboard.
- HR projects
o Participate on the various HR projects, e.g. Compliance audits, etc.
o Spouse programs
o HIV/AIDS programs
o Staff 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.
Education, knowledge and experience
•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.
Terms and conditions
•This is a Locally Recruited position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.
•The duty station will be in Ouagadougou, Burkina Faso.
•The initial appointment will be for 2 years inclusive of a 6 months probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.