Human Resources Assistant

1- General Objective:

The Human Resources Assistant supports the Human Resources Officer in all activities related to HR Management and daily administrative tasks as well as any ad hoc support needed.

2- Responsibilities and tasks:

1-CONTRIBUTE TO THE HR MANAGEMENT OF LOCAL PERSONNEL

      1.1-Recruitment and Integration of Personnel:

       -Ensure that the recruitment policy and guidelines are being implemented and respected;

       -Publish job vacancies online;

       -Receive, file and archive the resumes received on the recruitment email address and transfer them to recruiters;

       -Be the focal point for the external communication with applicants/candidates throughout the whole process, and set up schedules for each step of the recruitment process according to the availability of involved personnel and applicants/candidates;

       -Prepare, compile, review and share mission’s documents on a weekly basis (i.e. job announcements, recruitment follow up, etc.);

       -Assist in the preparation, follow up and finalization of tool(s) of the induction plan.

        1.2. Employment Contractual Documents:

      - Assist in the preparation of contracts, amendments and agreements of local personnel;

      - Ensure that HR files are complete and updated with all necessary contractual documents;

      - Follow up on the contract/agreement ending dates and notify line manager ahead of time;

      - Assist in the preparation of documents related to end of employment contract as per HR guidelines.

       1.3. Follow up on Performance Evaluations and Skills Development:

     - Assist in following up on the staff performance evaluation as per due dates, adjusting relevant tool(s) with updated information and informing line managers accordingly;

     - Assist the line manager in updating the concerned tools and keeping track of all trainings conducted by personnel.

   2. CONTRIBUTE TO THE HR MANAGEMENT OF EXPATRIATES

       - Support the line manager in following up on the validation of expatriates’ leave requests;   

     - Update the content of dedicated tracking tool(s) and inform the line manager on the validity status and upcoming ending/expiry dates.

   3. ADMINISTRATIVE MANAGEMENT & FOLLOW UP

       - Follow up on personnel’s weekly and monthly attendance with line managers;

       - Prepare and follow up on relevant tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);

       - Keep track of the personnel leaves and update concerned tools and system(s) accordingly;

      - Prepare and ensure the availabilty of valid administrative equipment for staff (i.e. access cards, business cards, insurance cards, etc.).

   4. ARCHIVAL OF HR FILES

    - Maintain and ensure the completion and archival of all supporting documents/tools as per Recruitment Guidelines;

   - Assist the line manager in receiving and archiving all relevant training documents (i.e. training requests, certificates, materials, etc.);

    - Archive attendance tool(s) (i.e. attendance sheets, work plan, leave requests, order of missions, etc.);

    - Archive legal documents in HR files and update relavant tools and systems accordingly;

    - Manage the physical and electronic archival of personnel files as per HR Guidelines;

    - Organize and ensure availability of all required personal and contractual documents in concerned files.

   5. REPORTING

   - Support the line manager in keeping track and providing accurate and updated HR reports/systems on a regular basis and as per needed;

    - Support in the preparation of reports related to disciplinary measures (i.e. minutes of meetings, etc.);

    - Support the line manager in the preparation of any internal/external HR audit;

    - Report to line manager any concern, and/or challenges/obstacles faced.

   6. PREPARATION OF HR PAYMENTS 

    - Support in preparing salary advance(s), monthly salaries, end of accounts, perdiems and any exceptional payment(s) for local staff when applicable;

    - Support in preparing expatriates’ per diems at the beginning of each month and security envelopes when needed.

   7. FOLLOW UP ON LEGAL ASPECTS 

      -  Prepare the NSSF HR files for personnel on a monthly basis

      - Follow up with concerned personnel on the signature of documents;

      - Receive and transfer files and request(s) of personnel to relevant parties.

   8. CROSS-CUTTING TASKS AT MISSION LEVEL

  - Assist the line manager in the communication with insurance companies in regards to insurance updates and handling staff requests, concerns and inquiries;

  - Receive documents/certificates from the bases and follow up on its validation/signature (i.e. contracts/amendments, NSSF, certificates, etc.).

  9. DUTIES APPLICABLE TO ALL HR PERSONNEL

      - Respect and comply with the organization’s Policies, Code of Conduct and Charter;

      - Maintain confidentiality of HR information;

      - Respect and comply with the HR Policy and use of Guidelines;

      - Support line manager in the implementation and respect of HR Policy and Guidelines among personnel;

      - Support the line manager in any other task as per the needs.

 

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

 

PRIORITIES OF THE DEPARTMENT

1. Review physical/electronic HR files; ensure that documents are properly scanned, labelled and archived;
2. Create an index for physical/electronic HR files and ensure that HR files are backed up;
3. Provide assistance to line manager on various HR administrative tasks.

Qualifications:

Mandatory requirements- Language skills: Fluent in Arabic and English (speaking and writing);- Education degree: University degree in Human Resources or relevant field;- Work experience: 1 year of experience in Human Resources Management or relevant field;- Computer skills: Good knowledge and self-supported in Microsoft Office; - Others:

• Good communication skills;
• Excellent organizational and time management skills;
• Detailed oriented;
• Ability to provide high quality of work;
• Ability to set priorities and adapt to changes;
• Basic knowledge of HR Systems.

Assets

Interests: Work in humanitarian aid.

Transversal skills:

Ability to work well in a multicultural team;

Ability to work under pressure;

Committed to deadlines;

Effective stress management skills;

Able to check information; logical mindset;

Respectful, neutral, and impartial attitude