Background information about the job or company (e.g., role context, company overview)

Johanniter International (JOIN) is a partnership of 16 national charity organisations founded by the Order of St John in Europe and the Middle East, and the 4 Orders of St John in Europe. Member organisations carry out a broad range of activities. However, they have a common purpose in that they work to prevent and respond to emergencies aiming at helping...

Responsibilities or duties

Strategy and Vision

• Actively supports the values of Johanniter and shapes his/her work according to these values
• Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility
• Supports the implementation of the country strategy in his/her area of responsibility in line with the global JIA strategy

HR related tasks:

• Supports with the recruitment of new staff (posting job advertisements, 1st stage of shortlisting etc.)
• Supports with the onboarding of new staff
• Assists in maintaining HR tools and systems i.e. staff contracts, leave planning and the leave tracker, performance management, immigration processes etc.
• Supports with maintaining personnel files, ensuring they are up to date, complete and well organized
• Assist in filing of statutory documentation.

Administration related tasks

Performs the following duties at the request of the HR & Administration Officer:

Performs general clerical duties including, but not limited to;

• Photo-copying and scanning of documents
• Correspondence – drafts emails and letters to staff and suppliers
• Filing of Administration documents and correspondence

Carries out messenger/errand duties including but not limited to;

• Purchasing of office internet and staff airtime; and preparation of cash liquidation documents to be given to Finance
• Purchasing of office supplies; coordinates with the respective vendors to purchase office supplies, prepare cash liquidations and their supporting documents to be given to Finance
• Supports with other Admin related errands such as the delivery of documents to various offices as requested.
• Supports with the management of country office facilities and ensure that repairs, plumbing, electrical and maintenance works are done in timely manner, in accordance with the terms of the lease agreement
• Supports the HR and Admin Officer in the follow up utilities’ payments and other invoices
• Assists in following up for administration related invoices and receipts from vendors
• Assists in booking for taxis, meeting/training venues and accommodation as requested, liaising with logistics for procurement purposes
• Assists in booking catering services and other services required for office meetings
• Assists in keeping and updating key Administration contacts i.e. suppliers and vendors of various services and products
• Assists in monitoring office supplies (kitchen and cleaning), stationery and orders for replacement in a timely manner
• Assists in tracking requests coming to the HR and Admin department to ensure efficient turnaround time in service delivery
• Assists in following up staff time sheets
• Assists in the proper disposal of HR and Admin waste documents
• Performs other tasks as may be assigned by the HR & Admin Officer relevant to the position

Office reception duties:

• Welcoming and assisting visitors in a friendly manner
• Ensure that the meeting room is kept tidy at all times and supports staff with setting up of the meeting room when necessary
• Manages correspondence/parcels at the reception and dispatches both internally and externally

Safeguarding:

• Supports the HR and Admin Officer in ensuring proper safeguarding induction for all new staff within 8 weeks of joining
• Supports the HR and Admin Officer in organizing for safeguarding trainings and refresher trainings for all staff
• Report cases of safeguarding incidences via the appropriate reporting mechanism
• Promote a culture of safeguarding within the organization and ensures people we work with are not exposed to harm or abuse

Qualifications or requirements

Person Specification:

Profession Qualification and experience

• Degree in Human Resource Management or another relevant degree
• New graduates are encouraged to apply
• 0 to 1 year maximum of experience in an HR & administration or similar position

• Actively supports the values of Johanniter and shapes his/her work according to these values
• Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility
• Supports the implementation of the country strategy in his/her area of responsibility in line with the global JIA strategy
• Supports with the recruitment of new staff (posting job advertisements, 1st stage of shortlisting etc.)
• Supports with the onboarding of new staff
• Assists in maintaining HR tools and systems i.e. staff contracts, leave planning and the leave tracker, performance management, immigration processes etc.
• Supports with maintaining personnel files, ensuring they are up to date, complete and well organized
• Assist in filing of statutory documentation.
• Performs general clerical duties including, but not limited to; Photo-copying and scanning of documents
• Correspondence – drafts emails and letters to staff and suppliers
• Filing of Administration documents and correspondence
• Carries out messenger/errand duties including but not limited to; Purchasing of office internet and staff airtime; and preparation of cash liquidation documents to be given to Finance
• Purchasing of office supplies; coordinates with the respective vendors to purchase office supplies, prepare cash liquidations and their supporting documents to be given to Finance
• Supports with other Admin related errands such as the delivery of documents to various offices as requested.
• Supports with the management of country office facilities and ensure that repairs, plumbing, electrical and maintenance works are done in timely manner, in accordance with the terms of the lease agreement
• Supports the HR and Admin Officer in the follow up utilities’ payments and other invoices
• Assists in following up for administration related invoices and receipts from vendors
• Assists in booking for taxis, meeting/training venues and accommodation as requested, liaising with logistics for procurement purposes
• Assists in booking catering services and other services required for office meetings
• Assists in keeping and updating key Administration contacts i.e. suppliers and vendors of various services and products
• Assists in monitoring office supplies (kitchen and cleaning), stationery and orders for replacement in a timely manner
• Assists in tracking requests coming to the HR and Admin department to ensure efficient turnaround time in service delivery
• Assists in following up staff time sheets
• Assists in the proper disposal of HR and Admin waste documents
• Performs other tasks as may be assigned by the HR & Admin Officer relevant to the position
• Welcoming and assisting visitors in a friendly manner
• Ensure that the meeting room is kept tidy at all times and supports staff with setting up of the meeting room when necessary
• Manages correspondence/parcels at the reception and dispatches both internally and externally
• Supports the HR and Admin Officer in ensuring proper safeguarding induction for all new staff within 8 weeks of joining
• Supports the HR and Admin Officer in organizing for safeguarding trainings and refresher trainings for all staff
• Report cases of safeguarding incidences via the appropriate reporting mechanism
• Promote a culture of safeguarding within the organization and ensures people we work with are not exposed to harm or abuse

• HR tools and systems
• Staff contracts
• Leave planning
• Leave tracker
• Performance management
• Immigration processes
• Personnel files management
• Statutory documentation filing
• Clerical duties
• Photocopying
• Scanning
• Correspondence drafting
• Filing
• Messenger/errand duties
• Purchasing
• Cash liquidation document preparation
• Office supplies procurement
• Vendor coordination
• Document delivery
• Facility management
• Repair coordination
• Plumbing
• Electrical maintenance
• Lease agreement adherence
• Utilities payment follow-up
• Invoice follow-up
• Receipt follow-up
• Taxi booking
• Meeting/training venue booking
• Accommodation booking
• Logistics liaison
• Catering services booking
• Administration contact updating
• Office supply monitoring
• Stationery monitoring
• Request tracking
• Time sheet follow-up
• Waste document disposal
• Reception duties
• Visitor assistance
• Meeting room tidiness
• Correspondence/parcel management
• Safeguarding induction
• Safeguarding training organization
• Safeguarding incident reporting
• Promoting safeguarding culture

• Degree in Human Resource Management or another relevant degree
• New graduates are encouraged to apply
• 0 to 1 year maximum of experience in an HR & administration or similar position