Area HR/Admin Assistant

Area HR/Admin Assistant

Admin الموارد البشرية والإدارية

JOB Vacancy Announcement #: 6618

Job Title: Area HR/Admin Assistant

Application deadline: 21.03.2022

Duty Station: Raqqa

Job Requirements:

  • University degree (Bachelor’s degree in law, business administration, finance or any related field).
  • Minimum one year of experience working in a similar position
  • NGOs/INGOs is preferable
  • Good command of English (speaking, reading, writing).
  • Excellent command of Microsoft office suite (i.e. word, excel, PowerPoint).
  • Able to multitask, prioritize, and manage time efficiently.
  • Flexible, and have the ability to cope with stressful situations.
  • Excellent verbal and written communication skills.
  • Strong interpersonal communication skills.

Job Description:

ADMINISTRATION:

  1. Assist Admin Officer in order to make sure that all Admin FLAT procedures are implemented and followed regularly.
  2. Follow up the premises contract with HR Officer and contact the owners for payment after consulting the finance department for availability of funds.
  3. Ensure ACTED HR rules, regulations and procedures as described in the HR Manual are in place at Amuda Office.
  4. Coordinate with other department to prepare order form of stationary and share with HR Officer to follow up procedures.
  5. Prepare the table of Authorized signature and share with HR Officer.
  6. Responsible to update the contract list and share it with the team on a monthly basis
  7. Arrangement of meetings (Meeting room/ensuring participants are on time/providing stationeries for the meeting if needed…)

HUMAN RESOURCES:

  1. Assist HR Officer in management of staff in Area Office & sub offices.
  2. Control & checking of national staff attendance sheet of staff on daily basis.
  3. Assist HR Officer to prepare employment contracts for new staff and contract extension/amendment in case of renewal.
  4. Follow up on national staff leaves and update it to the leave follow up tracker, share it with head of departments on a monthly basis.
  5. Follow up of staff Appraisal forms and assist the HR Officer in categorizing and filing it accordingly as per HR Manual.
  6. Ensure all staff are aware of modifications to the HR Manual and have all signed Code of Conduct
  7. Update the contact list in monthly basis, and ensure to share it with all staff

TITANIC FOLLOW UP:

  1. Sharing necessary papers (attendance sheet, leave forms, etc.) with HR Officer to prepare Titanic (Staff Report).
  2. Upload and save all the above documents to the network server on monthly basis for FLAT to review in order to be able to approve the monthly HR Titanic at country level.
  3. Assist HR Officer in order to make sure the HR FLAT procedures are implemented and following regularly.
  4. Collecting of necessary paper for service contract staff (attendance sheet, ID, etc) and prepare the service contract/titanic on a monthly basis.

Recruitment:

  1. Arrange for test & interviews
  2. Support HR recruiters in conducting reference checks
  3. Share new advertisement internally and externally according to ACTED procedures
  4. Responsible for onboarding arrangements (collect new joiner’s documents, sign contract, sing ACTED required documents, arrange inductions, etc)

FILING:

  1. Set up the Filing system in country in respect to standard filling system.
  2. Responsible to update all related HR/admin documents on server regularly
  3. Print and scan documents and upload it into server
  4. Ensure that all staff have personal folders complete and contain (contract, CV, Staff History, Job Application form, Leave forms, certificates, diploma and other required documents).
  5. Ensuring all parts of the recruitment process (interview grid, selection, long-list etc) are fully documented and filed accordingly.

OTHERS:

Any other tasks assigned by the Senior HR Office & HR Officer.

JOB PURPOSE

The HR Assistant works under the direct supervision of the HR Officer/Senior HR Officer and is responsible for supporting the HR operations according to standardized HR Manual guidelines. In addition, the HR assistant is also responsible for providing assistance to HR Officer in his/her duties, such as recruitment, Titanic preparation and enumerator follow-up.

Advertiser: Confidential غير معلن

Other Information’s:

KEY PERFORMANCE INDICATORS

  • % success rate of inductions and orientations
  • % of set up the filling system and success of organizing server
  • % of finalizing the HR/Administrative reports in timely manner
  • % of assisting in payroll system

IMPORTANT N

How to Apply:
Please send your CV to the following email/Link:

https://forms.office.com/r/6uiCRycZwX

Please consider to mention the advert ID (Above) and the job title in the email subject.

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