ActionAid Zimbabwe
DUE: 18 SEP 2023
The HR and Admin Intern will function collaboratively as a member of the Human Resources, Organisational Development & Administration team and will be responsible for provision of administrative and human resource support across all departments/functions in ensuring organisational effectiveness and efficient. Ensure administration of organisational benefits and employee welfare in line with ActionAid Policies and local statutory regulations.
Facilitation of Recruitment & Selection
- Drafts job advertisements in liaison with the HROD Assistant and relevant departments, ensuring conformity of job advertisements to job specifications, AAI branding guidelines and AAI recruitment policies.
- Monitors the organizational email account for applications and job enquiries and responds to queries as required.
- Receives and classifies applications received by position in preparation for shortlisting.
- Assist the HROD in preparing initial short-list for review by the relevant line managers.
- Makes arrangements for interviewing of candidates in liaison with HROD Assistant and Line Managers
- Obtains responses from referees for positions as directed by HROD Assistant
- Maintains records of all recruitment and selection processes
- Develops, maintains and reviews database of consultants in liaison with all units.
Receptionist manning
- Facilitate visitors to AAZ in order to ensure that they are timeously attended to and promote the image of the organisation;
- Answer all telephone calls to AAZ, assist clients and direct them to relevant staff members.
- Receive all visitors to AAZ, assist and/or direct them to relevant staff members.
- Keep central reception area in a neat and presentable manner to present a good image of the organisation;
- Coordinate and manage movement of internal and external correspondence including DHL, pouches to and from other offices.
- Organise and process all bulk photocopying and document collation.
- Process staff visas and ensure they are kept valid and up to date.
- Oversee travel and accommodation bookings on behalf of staff travelling on business.
Asset & Inventory Management
- Maintains organisational asset register by consolidating registers (vehicles, LRP office, Office and IT equipment) submitted by relevant team members.
- Coordinates annual physical verification of assets and update of asset register in liaison with the admin and logistic officer and caretaker.
Office Security Property Management
- Ensures that all assets are clearly numbered and are in good working order with the help of the office caretaker.
- Ensures that leases for all properties leased or sublet by ActionAid are in place, up to date and filed accordingly.
- Maintains records for all correspondence and documentation related to property and premises.
- Ensures premises are kept in good condition and recommends initiatives to maintain or improve standards the property.
- Maintains up to date security service contracts and reports from security service providers.
Coordination of Procurement Process & Stocks Management
- Develops, maintains and reviews data-base of service providers in liaison with Admin and Logistic officer.
- Works with line manager to coordinate the purchase of all goods and services as requested by units/projects/functions by;
- tracking purchase requisitions
- Raising bid analyses (in liaison with procurement committee for purchases exceeding £2,500.00)
TO APPLY