Admin/hr Assistant

Responsibilities I. Administration Draft/prepare all administrative letters in Area level; Prepare all Administrative Documents such as internal notes, regulation, memos  etc; Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in area level Organize meetings with authorities in area level for ACTED Senior management & Area Coordinator; Follow up of Legal-related issues, in coordination with Capital HR dept. Ensure compliance of ACTED to legal requirements of the area of intervention; Management of ACTED premises lease & ensure contract are updated and renewed for each premises;  Manage the guests in GH and set regular follow up/management regarding payment with Finance. Manage the ACTED office and GH   II. Human Resources Management of public holidays & keeping informed all bases/staff (national/International). Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments; Ensure all staff (national & international) have comprehensive ToRs; Follow up of staff appraisal form with relevant department managers;  Management of Award and or disciplinary action to staff as per ACTED HR Manual after approval of Area Coordinator; Management/Follow up of staff leaves, provide necessary forms for staff, while needed; Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations Update and maintain Area office Organization Chart in accordance to the size of program (new staff, new dept. & new projects) Follow up of International staff Appraisal forms with Area Coordinators and send to capital HR for CD’s approval; Manage the presence of ACTED International staff in Area GH and communicate with logistic dept. to provide necessary requirements (food, bed clothes, towels, kitchen hygiene materials etc) Supervise the work of Cook/Cleaners in Office and GH; Follow up on monthly reports Preparation of Payroll Assist the Country HR Manager to update the national staff grade, salary & position to be in accordance with country approved salary grid; III. Recruitment:  Prepare vacancy announcements for Junior National staff in area of intervention and follow with Capital office the recruitment process as per monthly Titanic report planning; Cross check with Area Finance to ensure budget is available for new recruitments; Ensure that ToRs are prepared by line manager prior to release the vacancy announcement; Ensure that all CVs will be reviewed by relevant dept. prior short listing; Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s) Ensure to collect all necessary documents of applicants as indicated in ACTED HR Manual; Ensure to check successful candidate “Reference Check” prior to offer the position; Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.) Create Standard ACTED Admin/HR filing system (include official correspondences, premises contracts, governmental tax follow up, recruitment process documents etc); Create thorough personal folders system for Area national staff; Send area staff personal folder relevant documents on 1st week of N+ month to Capital HR dept. Ensure that the personal folder database have been updated on regular basis; IV. Filing: Create Standard ACTED Admin/HR filing system (include official correspondences, premises contracts, governmental tax follow up, recruitment process documents etc); Create thorough personal folders system for Area national staff; Send area staff personal folder relevant documents on 1st week of N+ month to HR Manager; Ensure that the personal folder database have been updated on regular basis;   V. Capacity Building: A general database with direct consultation of line mangers (Head of dept. Area FLAT, Program Managers and Area Coordinators to be updated for Country Director approval. This list will contain (list of staff, working period, performances evaluation and required training). Conduct review and survey of staff performances with direct contact of line managers to identify requirement/needs for training and provide to Capital Admin/HR Manager; Introduce staff who are in need for training to Capital HR dept.; Brief Training for all new national staff on ACTED system, procedures, code of conduct and internal regulation.