Administrative Assistant/HR

Administrative

• Answer and direct external parties to the appropriate internal resource, whether by telephone, in-person, or email.
• Organize files and keep records related to the office; this may be your department’s record-keeping or specific records related to the office, such as vendor information.
• Insure all data is properly archived according to GNFF filing system.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Book conference calls, rooms, taxis, couriers, hotels, etc. 
• Record minutes of meetings and distribute them when needed.
• They will need to book flights, accommodation, and other travel requirements.
• Compile data, statistics, and other information for reports to your management team.
• Draft letters or emails, reports, spreadsheets, and other documents. These may be specifically related to the office, or you may be assisting an executive with their work.
• Support programs with project documentations.
• Ensure 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; verifying receipt of supplies.
• Implement clerical duties and administrative processes.
• Protects operations by keeping information confidential.
• Secures information by completing database backups.
• Manage GNFF databases received through corporate contacts / online subscriptions / program activities.
• Perform other administrative or office duties as required or as assigned.

HR

• Set yearly organizational HR strategies and plans.
• Oversee and ensure the correct implementation of HR strategies and initiatives across the organization, coach and guide the HR team on proper implementation of the HR tools when needed to maximize efficiency.
• Identify labor related legal requirements and develop policies that legally complies with it.
• Oversee the organizational chart and suggest amendments on the structure write job descriptions for new positions or assess accuracy of existing ones when required.
• Manage the recruitment and hiring process and maintain all employee files.
• Update all GNFF systems, policies, manuals, etc…and edits, add, make appropriate changes once needed.
• Counsel, advise and resolve employees issues and complaints related to work, family, or personal problems that may be affecting their performance or engagement.
• Initiate performance management and competency appraisals across the organization, cascade guidelines and provide needed trainings to the team during the implementation process; review results and suggest development plans for all employees.
• Monitor employee behavior and propose corrective measures to promote employee welfare and prevent turnover.
•  In charge of succession planning, identifying high performers and of proposing suitable short and long-term career plans.
• HR issues related to submit any proposals writing.