Administrative Assistant
Mercy Corps
Total des années d'expérience :5 years, 9 Mois
• Support all programs and operations with booking venues and accommodations.
• Follow up on all MC utility bills and orange payments. Ensures the utility bills and all the service providers are paid on time.
• Provide new hires with ID, access, and SIM cards and any other supplies as requested.
• Manage stationary tracker and raise PRs for replenishments as needed.
• Participate in Tender Evaluation process in coordination with Procurement department for all.
• suppliers/contractors of which related to Admin criteria.
• Assist in Lease Agreements and contracts related to expats, office, storage, warehouse, and Visa Processes.
• Ensure proper management and coordination of staff travel arrangements including flight bookings, security arrangements for the vising HQ staff/visitors, accommodation, and visas.
• Facilitating Employee Logistics and maintaining office supplies quantities.
• Archiving and organization of the office
• Responsible for maintaining all administrative files - keeping them updated, clean and neat in appearance.
•Conduct HR team in recruitment processes; longlisting, conducting interviews, inviting, and contacting candidates, arranging interviews, reference checks and drafting contracts, and coordinating with teams in the field if needed.
• Working on the recruitment process for casual labor; longlisting, inviting candidates, conducting interviews, reference checks and drafting contracts.
• Conducting and following up on reference checks for successful candidates.
• Run RPS check for new hires.
• Prepare PAFs, job offers and employment contracts and collect all needed signatures including PRFs.
• Maintain and organize recruitment files in the archiving system.
• Collect personnel documentation from new hires and create their staff files.
• Update HR regular follow up tools to add new joiners (staff leaves tracker, performance review tracker, probationary period tracker, overtime tracker and contact list).
•Responsible for leading physical verification of assets.
• Grant Closeout-Review Asset register and reconcile with database tracker to ensure all assets purchased under the grant are included.
• Providing end of project reports on inventory and equipment listing locations and status.
• Responsible for logging all new MC assets in the asset register and ensuring the appropriate coding and tags are placed on each item.
• Provides a monthly physical count/check where all assets are located, and their status confirmed.
• Responsible to maintain the stock of MC assets that are not checked out and in use.
• Responsible for checking in/out MC owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
• Schedules and conducts physical count of assets on different locations, projects, and sites.
• Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager.
• Ensure all lost, damaged, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form.
• Ensures that all movement of items should go through the Asset Controller, on “GRNs or an Asset Movement Form”.
• Maintain inventories of all MC premises (non-expendable properties) conduct regular checks (quarterly).
Providing administrative support to the Human Resources Department, support the HR department in duties like updating HR database and processing employees requests.