Administration/HR Assistant

Norwegian Refugee Council, Somalia

Skill Required:, HR and Admin
Preferred Experience: 
1 to 3 Years
Closing Date for Applications: 
19th September, 2019

Job Description

Founded in 1946, today the Norwegian Refugee Council (NRC) works in both new and protracted crises across 31 countries. Our 6,000 employees provide life-saving and long-term assistance to millions of people every year. NRC specialises in six areas: food security, education, shelter, legal assistance, camp management, and water, sanitation and hygiene. NRC is a determined advocate for displaced people. We promote and defend their rights and dignity in local communities, with national governments and in the international arena.
NRC’s expert deployment capacity, NORCAP, boasts around 1,000 experts from all over the world who can be deployed within 72 hours. NORCAP experts help improve international and local ability to prevent, prepare for, respond to and recover from crises.
NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

NRC in Somalia

NRC has been active in Somalia since 2004 with four area offices in Kismayu, Mogadishu, Garowe and Hargeisa, providing protection and humanitarian assistance to refugees, internally displaced persons and returnees in Somaliland, Puntland, South Central and Jubbaland regions. NRC offers a comprehensive response for returnees and IDPs of high need, addressing their food security, livelihood, shelter, education, ICLA, and water, hygiene and sanitation needs and also responding to emergencies through NRC’s five core competences; Shelter, Education, Food Security and Livelihoods, WASH and Information, Counselling and Legal Assistance (ICLA).

NRC Somalia is part of NRC’s East Africa and Yemen regional operation which comprises of large-scale multi-country humanitarian and early recovery interventions spread across nine countries (Kenya, Somalia, Ethiopia, Djibouti, Yemen, Eritrea, South Sudan, Uganda and Tanzania). NRC’s overall strategy in the region is to enhance protection and promote the rights of displaced people in humanitarian need by improving living conditions and seeking durable solutions. The regional office is based in Nairobi and works with country programmes to ensure standardization of programmatic and operational approaches, promote multi country programming and ensuring quality and coordination.

Role Specific Information

The purpose of the assistant position is to assist in the day to day implementation of the support functions responsibilities. Use actions words such as conduct or assist for the position relevant responsibilities.

Duties and responsibilities

Generic responsibilities

  • Adhere to NRC policies, tools, handbooks and guidelines
  • Assist with the implementation of the support function portfolio according to plan of action
  • Prepare and develop status reports as required by management
  • Ensure proper filing of documents
  • Promote and share ideas for improvement of the support function

Specific responsibilities


  • Receiving visitors to the office in a cordial and respectful manner;
  • Make travel arrangements, booking of flights, visas and hotel accommodation for staff and visitors.
  • Guesthouse administration and record tracking of Guesthouse.
  • Assist in any Administrative matters: filing, printing, updating of staff contact lists), and keeping adequate stationery supplies for office consumption
  • Follow up all NRC monthly telephone, internet, electricity water bills and settle on time
  • Follow up the due dates of Guesthouse, Warehouse and Office lease agreement and inform to Logistics Department
  • Provide administrative and logistical support in organizing workshops /trainings
  • Supervise the maintenance of the office and the office compound in collaboration with the logistics department.
  • Supervise office attendant and Guest House/Office Cleaner
  • Receive, distribute and register faxes, mails, documents and reports
  • Assist in maintaining inventory of office equipment, furniture and fittings
  • Provide secretarial support such as typing, takings minutes, drafting letters, etc.
  • Write tenancy agreements and keep track and notify the respective occupants or offices of the expiry of tenancy agreements.
  • Oversee the ma maintenance and cleanliness in all office interiors and advise the cleaners accordingly.
  • any other duties relevant assigned by your supervisor.

Human Resource

  • Provide HR administrative support to the HR/Admin Coordinator
  • Update and maintain all staff records and individual files including contracts, leave, medical, appraisals, Time sheet, attendance etc
  • Keep record and update staff medical benefit list as per new staff/volunteers registration and deletion of staffs that have left.
  • Supervise office cleaners and other office support staff
  • Support HR/Admin Coordinator draw up induction plans and circulating it in time to all those who are supposed to conduct induction for the new employees.
  • Process and follow up claims for medical cover, insurance and other staff issues
  • Draft Casual Worker contracts for review and approval the prepare their payments
  • In consultation with HR/Admin Coordinator undertake and maintain HR archives in accordance with the NRC regulations
  • Assist the HR/Admin Coordinator in arrangement of staff training and development programs
  • Any other assignment as may require by the line manager


We are looking for a university graduate in business administration, or related field, with a two years experience in HR/administration role of INGO/UN. Technical skill of documentation, communication and working with people expertise relevant to the role. Documented results related to the position’s responsibilities. Fluent in English, both written and verbal.

Personal qualities

  • We are particularly looking for a positive individual with strong communication skills, who can build trust and confidently navigate both internally and externally at different levels.
  • In this position you will join highly motivated and expert staff who are making a difference to the most vulnerable people.


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