Addis Ababa, Addis Ababa
First Consult PLC
ABOUT FIRST CONSULT First Consult is a leading economic development consulting firm implementing projects in Ethiopia. Founded in 2006, First Consult (FC) has grown to design and implement projects across the agriculture, manufacturing and service sectors. Our multidisciplinary teams combine a capacity to execute with clarity of the local context. We have delivered at-scale real impact in terms of jobs & wealth creation, business formation & growth, and investment attraction & mobilization. POSITION SUMMARY The Human Resources Office Assistant position requires excellent organizational skills and the ability to handle sensitive information confidentially. S/he will support the HR department in duties like posting job ads, updating the HR database, doing summaries for job applicants and processing employees’ requests. S/he is expected to be passionate about HR policies and procedures and want to help create a nourishing workplace.The Human Resources Office Assistant will also be supporting the overall FC staff in day-to-day project and administrative activities. S/he will be supporting the Project Management Unit (Team Leader, Long Term Experts) and Short-Term Experts temporarily joining the organization, in the implementation of project activities, procurement processes as well as logistical arrangements.  The Human Resource Office Assistant will report to the Office Manager and has a broken line to the Human resource administration Manager DUTIES AND RESPONSIBILITIES HUMAN RESOURCES MANAGEMENTMaintain employee records (soft and hard copies)Update HR databases (e.g. new hires, separations, vacation and sick leaves)Assist in payroll preparation by providing relevant data, like absences, bonuses and leavesPrepare paperwork for HR policies and proceduresProcess employees’ requests and provide relevant informationCoordinate HR projects, meetings and training seminarsCollaborate with the Recruiter to post job ads on careers pages and process incoming resumesManage the department’s telephone center and address queries accordinglyAssist on preparing reports and presentations for internal communicationsAssist on providing orientations for new employees by sharing onboarding packages and explaining company policiesSupport HR in shortlisting applicants by following the proper procedureCoordinating interviews – following up on the selected applicants to ensure they have the right time and date for interviewsUpdating the HR candidate poolAny other duties as assigned.PROJECT MANAGEMENTOrganize travel and logistics for PMU and Short Terms Consultants.Organize and schedule appointments.Plan meetings and take detailed minutes.Update and maintain project files and foldersEnsure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.Act as the point of contact for Vendors, Consultants, and other key stakeholders.Periodically review and recommend updates to administrative systems to ensure efficiency.Any other duties as assigned.FRONT DESK MANAGEMENTGreet and announce visitors in a professional mannerProvide visitors with information and direct them accordinglyScreen, answer phone calls and routing callers to the appropriate department or taking messagesReceive incoming letters and correspondences and directing it to the concerned department Coordinating Courier to have letters, correspondences and items picked up from the office and to their designated areas CLERICAL SUPPORTCoordinate and schedule appointments and meetings in addition to booking and arranging conference and meeting rooms Floor coordination - Perform large scale fax, copy and scan jobs in addition to making sure of the upkeep of the machines and availability of paperIssuing Letters, memoranda, reports and other correspondences and managing their filing systemsADMINISTRATIVE SUPPORT  Monitor and manage the availability and distribution of office supplies, handling shortages and ordering new ones as necessary. Organize travel bookings, accommodations and reservations for staff on business related field tripsCoordinate office events as necessary by managing office calendars and assisting in the event planning and implementation Assist in organizing office common spaces and ensuring the clean and organized maintenance of office kitchen, reception area, copy room, and conference roomCoordinate with other departments to ensure compliance with established policiesGeneral administrative support and troubleshooting – assist in resolving office related malfunctions and respond to issues