HR Assistant-BML(Rolling recruitment, subject to donor approval)

Major Duties and Responsibilities:

HR Administration

• Support recruitment logistics (posting jobs, scheduling interviews, collecting documents).
• Maintain and organize employee files (hard and soft copies).
• Track leave, attendance, and other HR data accurately.
• Assist with onboarding and orientation logistics for new staff and volunteers.

Support to HR Operations

• Assist in preparing HR reports, trackers, and timesheets.
• Provide general administrative assistance to the HR team.
• Maintain confidentiality and ensure data accuracy at all times.

2. Staff Management:

• Supervise and support casuals in their day-to-day activities.
• Ensures casual staff managed remain compliant with internal controls
• Seek opportunities for capacity building of casuals with support of line manager
• Ensure completion and follow-up of the annual performance appraisal for casual workers.
• Keep Medair People updated with accurate personal and work-related data, including annual leave and sick days.

3. Quality Management/Work:

• Assist in activities to uphold a high standard of work quality.  Utilize quality management tools and systems.
• Adhere to internal and external process service requirements
• Consistently deliver quality work and meet productivity standards
• Deliver reasonable quantity of work according to objectives set
• Supervise and monitor the work of casual staff to ensure adherence to quality standards and organisational protocols

4. Communication and Coordination:

• Facilitate clear and effective communication across teams and departments within the organisation.
• Attend relevant internal meetings, workshops, and training sessions, ensuring participation and engagement from relevant stakeholders, as requested by LM and/or Sector Lead.
• Assist in managing external communications with local stakeholders.
• Support the development of communication materials such as reports, newsletters, and presentations for external audiences.  

Risk Management (in line with roles and responsibilities per position)

• Compliant with internal and external controls and procedures.
• Participate in training sessions and workshops to build capacity in risk management principles, tools, and techniques.
• Understand and alert Line Manager of risks and potential risks and/or policy breaches in timely and appropriate manner.

6. Proposals and Reporting:

• Submit timely weekly and monthly reports to the Line Manager and to other reporting systems.
• Provide accurate regular reports, statistics, and documented results and maintain detailed records of the overall activities.

Security, Safeguarding, and Preventing Fraud and Corruption:

• Understand that safety and security at Medair is everyone's responsibility.
• Understand and comply with all policies and security procedures.
• Report any suspected breaches of Medair’s Code of Conduct in a timely manner
• Support the implementation of safeguarding policies and procedures to prevent and respond to incidents of harassment, abuse, and exploitation.
• Ensure the systematic prevention of sexual exploitation, abuse, and harassment as well as fraud and corruption through people and process management activities.

Additional job responsibilities:  

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.