Human Resource & Administration Intern

RedR and the work we do
Each year millions of people around the world feel the effects of natural disaster and conflict. RedR is an international charity that improves the effectiveness of disaster relief, helping save and rebuild the lives of people affected by disaster worldwide. We do this by delivering essential training and support to relief organizations and their staff, and by supplying skilled professionals to humanitarian programmes.
In response to recent humanitarian catastrophes, we currently have training and local capacity building programmes in Sudan, Pakistan and South Sudan and have recently secured contracts for two large training programmes in Kenya. It is anticipated that our training programme in the country will expand further in the next year.

Job Description
The HR and Administration Intern will provide support to Administration Officer on the day-to-day administration and liaison functions of the country office.
Human Resource:

• Collect time sheets from staff and submit to finance including a file showing payroll changes to be made during the month.


• Print out monthly pay slips and distribute.


• Maintain up-to-date soft (scanning where necessary) and hard copies of HR and Administration records and provide information when required for monthly and quarterly staff, board and donor interim and final reports as per deadlines given.


• Day-to-day accurate data maintenance of personnel records, i.e. sick leave, annual leave, R&R, income tax, social insurance, contact and dependent details etc.
  Page 2 of 3


• Assist with providing answers to routine HR and Administration queries and follow up with staff on planning and prompt submission of leave forms, time sheets, work plans, appraisals etc.


• Assist on routine medical issues with the Insurance Company i.e. registration forms, medical examinations, medical cards for new members, cancellations and medical reports etc.


• Represent RedR in HR and Administration forums in the absence of the Finance and Administration Manager.


• Assist the Finance and Administration Manager with compilation of analyses for various HR related information shared on the HR Network to assist in RedR policy and procedures development.


• Maintain an up to date record of all HR files in the shared HR drive/folder in the server


• Administration:


• Assist with logistics for events and functions i.e. booking of venue, confirmation of participants, and purchase of required items, setting up appointments etc. as and when required.


• Work in close collaboration with other staff members, and provide back up support where


• Oversee office repairs and installations as directed.


• Assist visitors with flight bookings, transport arrangements, itineraries, hotel bookings and arrange for security briefings etc.


• Assist staff with office related procurement of goods and services – preparation of requisition forms, sourcing, preparation of comparative analysis, and payment documents after invoices are received. Occasionally visit vendor premises either to collect items or verify specifications.


• Provide support in printing, copying, binding and burning CD(s) as necessary.


• Inventory and stationary control and asset management, assigning numbers and updating asset list immediately equipment is purchased.


• Driver Scheduling and monitoring of vehicle movement.


• Manage office rent and utilities bills ensuring bills are collected on time and paid on a timely manager avoiding disconnections. Manage post-paid telephone phone bills, charging out accordingly personal and official call.


• Ensure that administrative records are kept updated, pre qualified supplier list and contact details, staff contact lists etc. and manage all contracts, prompting the Finance and Administration Manager when renewals are due.


• Maintain records related to government procedures, circulars and correspondence.


• Develop an understanding of RedR courses and an ability to communicate and market the courses to local and international NGOs.


• Adhere to the Finance and Administration Manager Instructions and guidance to ensure that processes and procedures are in line with RedR policies, guidelines and acceptable standards.


• Participate in the development of RedR policies and procedures, providing comments for the effectiveness of the programme.


• Other tasks:
  Any other duties specified by the Finance and Administration Manager as appropriate for the role.
  Person Specification


• Bachelor of Commerce Degree in Human Resource Management, Business Administration, or other related fields preferred.


• Basic experience in Human Resource management and administration.


• Excellent computer literacy in Excel and Word.


• Basic administrative experience with basic finance experience a strong advantage.


• Good interpersonal and team working skills, within a multicultural setting.


• Strong organizational and time management skills.


• Good spoken and written English.


• Proactive approach to work and able to work with limited supervision at various points.


• Flexibility and a can-do approach to tasks and the ability to adapt to a changing and challenging environment.


• Familiarity with and commitment to RedR’s vision and mission, and willingness to promote this in the field.