Assistant, Human Resources

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian network, with 191-member National Red Cross and Red Crescent Societies. IFRC uses the Triple R - response, resilience and respect - to deliver on Strategy 2030. IFRC responds to disasters and crises, ensuring timely, coordinated and locally led humanitarian action. IFRC supports its members in building community resilience in the areas of climate and environment, health and wellbeing, and migration and displacement. IFRC promotes respect for our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality, including in our work on values, power and inclusion. The IFRC focuses throughout on our core mandate - our raison d'etre - of strategic and operational coordination, humanitarian diplomacy, National Society development, and accountability.

IFRC is led by its Secretary General and has its Headquarters in Geneva and five regional offices in Africa (Nairobi), the Americas (Panama), Asia Pacific (Kuala Lumpur), Europe (Budapest), and MENA (Beirut), as well as representation offices, service centres and delegations across the globe.

The IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

The Country Cluster Delegation based in Kinshasa is the frontline team of the IFRC Secretariat supporting the National Societies of the Democratic Republic of the Congo, Burundi, the Republic of the Congo and Rwanda. It reinforces the central role of locally led community action, supports operations and programmes, and contributes to the day-to-day management of operational risks in diverse contexts, including health emergencies and large-scale responses.

Based in Kinshasa, the Human Resources Assistant reports to the Human Resources Coordinator and provides administrative and operational support to the activities and operations of the Country Cluster Delegation. In this capacity, the position collaborates with the Human Resources Officer based in Bunia, programme and operations managers, and the Finance, Administration and Security functions to support smooth HR processes and services across the Cluster.

Job Purpose

The Human Resources Assistant provides reliable and timely administrative support throughout the employment lifecycle within the Country Cluster Delegation. The incumbent supports recruitment, preparation of contractual documents, onboarding, record keeping, leave and contract monitoring, collection of payroll inputs, and maintenance of HR systems and trackers.

Through accurate data, well-organised records and timely follow-up, the position contributes to operational continuity, process compliance and a positive employee experience. The incumbent provides first-line procedural information and refers matters requiring advice or a decision to the Human Resources Coordinator.

Job Duties and Responsibilities

Recruitment support

• Provide administrative support for recruitment requests and job descriptions, vacancy publication, and the receipt and organisation of applications.
• Organise interviews and tests, prepare panel files, communicate with candidates, conduct requested administrative and reference checks, and compile selection documentation for validation.
• Update the recruitment tracker and provide accurate information on progress, next steps and missing documentation.

Contracts, onboarding and departures

• Prepare, under supervision, draft contracts, amendments, letters and other HR documents; track signatures, start and end dates, probation periods and deadlines, and send the necessary alerts.
• Organise onboarding and induction logistics under the coordination of the Human Resources Coordinator, including welcome notes, briefing programmes, forms, badges and enrolment in applicable systems and benefits.
• Support staff departures by preparing checklists, exit documents, certificates and clearance follow-up, and file complete records.

Personnel records and HR systems

• Create, file and update physical and electronic personnel records, contact lists, personal data and personnel movements in authorised HR systems.
• Ensure the completeness, accuracy, confidentiality and security of documents in accordance with data protection rules and audit-readiness requirements.
• Prepare certificates, administrative letters, forms and routine documentary responses, and route requests requiring a decision to the appropriate person.

Working time, payroll and benefits

• Collect and verify the completeness of attendance, leave, authorised overtime and other monthly changes affecting payroll, and submit them for review and validation.
• Support the preparation and filing of payroll inputs, confidential distribution of payslips and updating of approved salary information.
• Support administrative processes relating to CNSS, insurance, dependants, allowances and other benefits, and follow up on outstanding documents or actions.

Performance, learning and employee services

• Maintain the calendar of objectives, probation periods and performance reviews; send reminders, collect validated forms and file them in HR records.
• Update training records and mandatory learning trackers, and support the logistical organisation of information or training sessions.
• Respond courteously to routine HR enquiries using approved procedures, maintain a service orientation, and refer sensitive or complex matters to the Human Resources Coordinator.

Reporting, compliance and operations support

• Update HR dashboard data and prepare required statistics and checklists on staffing, contracts, leave, recruitment, training and personnel records.
• Check the presence of mandatory recruitment, safeguarding, PSEA and Code of Conduct documents, flag gaps and support the implementation of administrative corrective actions.

Support the Human Resources Coordinator and Human Resources Officer in preparing meetings, minutes, communications, emergency activities and other administrative tasks required for operational continuity.

Education

Required

• University-level qualification in human resources management, administration, management or a relevant field.

Preferred

• Vocational training in HR administration, payroll, HR systems or a related field.
• Training in confidentiality, data protection, safeguarding or PSEA.

Experience

Required

• At least four years of relevant experience in human resources administration or a comparable administrative role.
• Experience providing administrative support to recruitment processes.
• Experience maintaining personnel files and monitoring contracts or deadlines.
• Experience collecting payroll inputs, monitoring leave or administering benefits.
• Experience handling personal and confidential information.
• Experience entering and checking data in an HR system and using Excel
• Experience in employee service and working in a multicultural environment.

Preferred

• Experience in a humanitarian or development organisation.
• Experience within the International Red Cross and Red Crescent Movement.
• Practical knowledge of social security or insurance administration in the DRC.

Knowledge, Skills and Languages

Required

• Good understanding of HR administrative procedures and personnel record-keeping principles.
• Excellent organisational skills, attention to detail and ability to manage multiple deadlines.
• Good command of Microsoft Office and ability to learn and use HR information systems effectively.
• Ability to maintain strict confidentiality and apply data protection principles.
• Good communication, welcoming, collaboration and routine problem-solving skills.
• Demonstrated core proficiency in digital communication and collaboration, basic digital content creation, digital safety and security, data literacy, and problem solving with technology, including responsible use of AI assistants.
• Understanding of and commitment to IFRC's mission and values.
• Fluent spoken and written French.

Preferred

• Basic knowledge of DRC labour law and HR administrative practices.
• Good working command of English; knowledge of Lingala is an asset.

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National Society and customer relations; Creativity and innovation; Building trust