JOB DESCRIPTION
Position:
Human Resources & Administration Officer (HRAO)
Reporting to:
Finance and Administration Manager (FAM)
Supervising:
Office Assistant and Cleaner
Key working relationships:
Finance and Admin Manager, West Africa Regional People
Lead, Finance and Logistic Officer, other CP Staff &
Partners
Salary band:
Location:
Country Office, Monrovia
Purpose of Job:
To support the day-to-day Human Resource and Admin operations and implementation of
WaterAid stipulated health & safety procedures in the Country Programme. It is expected that
the jobholder’s time will be split between HR and providing Administration support in the ratio of
60%:40%
Key HR Responsibilities
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Maintain an up-to-date staff records, including a confidential filing system for all staff and
HR processes Ensure effective correspondences and filing of same and documenting
staff changes (i.e. increments, relocation etc.).
Support all CP recruitments including advert placement and arranging interview logistics
e.g. invitations, logistic support to candidates, organizing venues for written and oral
interviews, etc.
Arrange effective inductions at CP level, including working with managers to coordinate
inductions for newly recruited staff, processing of staff ID cards, issuing WaterAid policy
documents, arranging pre-employment medical clearance and supporting newly
recruited staff in processing entitlements e.g. relocation allowance.
Provide working tools for newly recruited staff e.g. work space, computer, manuals, etc.
Process all other insurance policies, including renewals (Life Insurance, Workmen
Compensation and International Travel insurance policies as applicable) for CP staff
Coordinate staff registrations for medical insurance, ensure timely renewal of same and
serve as liaison between the Organisation and service provider
Generate the annual leave roster, process leave requests and register absence (illness
or other), as well as provide the HPOD with timely feedback on leave requests and
issues requiring attention and advise line managers of pending staff leave as detailed in
annual leave roster
Provide support in coordinating annual staff retreats, team away days & such meetings
in liaison with the Logistics Officer
Reward: work with Finance to administer effective payroll and benefits processes as
appropriate and support in resolving simple pay and benefits issues (support in providing
data for annual benchmarking surveys, annual pay reviews proposals and annual
performance increments, etc.)
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Reporting: deliver people reporting requirements internally and externally
Support the HPOD in implementing WaterAid Liberia & Sierra Leone Health & Safety
Policy, ensuring availability of safety devices in all our offices and work stations and
ensure that the CP Health and Safety needs are brought to the attention of the HPOD
Administer and co-ordinate CP learning and development delivery
Key Administrative Responsibilities
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Maintain an up-to-date office address book of Staff, Partners and Suppliers
Running of consumables control system and maintain minimum stock levels as laid
down in the Accounts Manual. This will also involve procurement and management of
office stock/store records
Ensure that our registration with relevant sector ministries and institutions are up to date
and also utility (water, electricity, Internet) and office bills are paid on time and service is
maintained. Sometimes you will need to physically visit service providers.
Supervise the office cleaner to ensure that the office is kept clean and tidy, providing an
environment that is conducive to work, taking appropriate action on poor hygiene areas
Responsible for meeting the secretarial needs of the office; these include photocopying,
correspondence and maintaining the office filing system
Ensure responsible use of office resources and equipment such as photocopiers,
printers, telephones, and office stationary, addressing irregularities with responsible
officers as need arises and escalating unresolved as necessary.
Any other duties that may be assigned in the spirit of this position.
Skills / Abilities / Personal Qualities
 Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to
prioritize, organize, and accomplish your work.
 Monitoring — Monitoring/Assessing performance of self to make improvements or take
corrective action.
 Written and Oral Expression — Communicating information and ideas in writing and
speaking so others will easily understand.
 Analytical Thinking — analysing information and using logic to address work-related
issues and problems.
 Information Processing — compiling, coding, categorizing, calculating, tabulating,
auditing, or verifying information or data.
 Active Listening — giving full attention to what others are saying, taking time to
understand the points being made, asking questions as appropriate, and not interrupting
at inappropriate times.
 Active Learning — Understanding the implications of new information for both current
and future problem-solving and decision-making.
 Initiative — willingness to take on responsibilities and challenges.
 Service Orientation — actively looking for ways to help people.
Education
Essential
Desirable
 Bachelor’s Degree in HRM, Business  Membership of a professional body
Administration or any of the
Humanities
Work Experience / Specific Knowledge
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Essential
 Minimum of three years’ work
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Desirable
 Knowledge & experience of
experience in the INGO sector in
basic HR and Administration
functions
Knowledge of administrative and
clerical procedures and systems such
as word processing, PowerPoint,
managing files and records,
designing forms, and other office
procedures
Ability to work with minimum
supervision
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Organisational Development