International Committee of the Red Cross
HR Assistant 1
🇸🇸Juba, Central Equatoria, South Sudan23 days ago
MidFull TimeEN
The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.
Reporting to the Human Resources Officer, the HR Assistant supports administrative processes by preparing and updating documents and contributing to the delivery of high-quality HR services, in line with ICRC and delegation policies and applicable laws and regulations
Provides comprehensive administrative and secretarial support to the HR function, including updating staff files and contracts, handling correspondence, registering dependents, maintaining filing systems, and preparing official documents such as employment contracts and bank introduction letters.
Maintains and regularly updates personal information of all resident employees in HRspace, including dependents and emergency contacts across delegations, ensuring accuracy and completeness of records.
Ensures proper organization and maintenance of team space filing systems in line with established protocols, safeguarding the accuracy, integrity, and confidentiality of HR data within the online filing platform.
Responsible for creating and maintaining personnel files for all new employees within the delegation, ensuring all documentation related to the employee lifecycle is complete, up to date, and compliant with institutional standards.
Manages the archiving process by identifying files for transfer and coordinating closely with the IM Unit to facilitate archiving in GVA or NAI locations.
Oversees electronic filing systems, ensuring records are consistently updated, access levels are appropriately assigned, and personal files are properly closed at the end of employment.
Administers the Lotus Notes STM (Juba HR services) by assigning tasks to relevant HR team members or directing employees to appropriate information sources. Follows up on assigned tasks to ensure timely service delivery and proper closure of all requests.
Handles the processing of staff ID cards for new employees and replacement of expired cards. Ensures timely processing of medical ID cards for dependents under post-payment arrangements and communicates collection details to staff.
Provides support in recording leave and overtime for unconnected staff, ensuring accuracy and timely updates.
Submits monthly reports to Staff Health, including lists of staff and dependents under post-payment arrangements, and communicates all changes such as new hires, departures, or dependent updates.
Supports HR activities by assisting in the administration of recruitment processes, including organizing and facilitating tests and interviews for A-grade positions.
Ensures effective communication and information sharing on HR-related matters with colleagues across the delegation.
Assists in monitoring, controlling, and verifying data entries made by the Staff Health team to maintain high standards of data accuracy and integrity.
Additional Responsibilities:
Supports staff and line managers in understanding and correctly applying local HR policies, and escalates any inconsistencies or misunderstandings to the HR Manager.
Provides backup support to HR Officers when required and assists with various HR processes and activities as needed.
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