HR Assistant

Comprehensive Information

Position: Human Resources Assistant

Employer: Anti-Racism Movement (ARM)

Department: Administration

Reporting to: HR Coordinator

Location: ARM

Working Hours: 40 hours per week 

Job Purpose

The HR Assistant supports ARM, working as directed by the HR Coordinator and ensuring that all administration linked to HR is up to date on a day-to-day basis. 

Areas of Contribution & Related Accountabilities

Recruitment:

The jobholder's responsibilities in this area include but are not limited to:

• Ensuring that all Role Profiles are well documented
• Ensuring all items in HR checklist are completed for new hires
• Drafting and posting vacancy announcements
• Completing background and reference checks
• Preparing employment contracts and other necessary paperwork for new hires
• Preparing the briefing and debriefing schedules
• Scheduling job interviews 
• Sending regret letters to unsuccessful candidates 

Performance Management:

The jobholder's responsibilities in this area include but are not limited to:

• Assisting in the implementation of staff training & development when needed
• Assisting in the implementation of staff wellbeing measures
• Coordinating and scheduling the performance review meetings 
• Supporting the HR Coordinator in the yearly Performance Review & Job Satisfaction Survey Cycle

Personnel & Employee Relations:

The jobholder's responsibilities in this area include but are not limited to:

• Acting as the staff focal point for insurance-related matters and reporting to the HR Coordinator whenever necessary
• Archiving all leave and overtime forms
• Compiling the daily attendance on a monthly basis and ensuring all signatures are in place before archiving the records
• Maintaining proper filing of employee records, both soft & hard copies
• Preparing the medical insurance registration/termination forms and documents of all employees
• Preparing the NSSF & MOF registration/termination forms and documents of all employees
• Preparing work certificates as requested following the relevant templates
• Updating employee information on relevant HR systems and softwares

General HR Tasks:

The jobholder's responsibilities in this area include but are not limited to:

• Assisting the HR Coordinator in various HR administrative tasks as requested
• Assisting the HR Coordinator in file preparation for work permit and residency processes
• Ensuring a monthly NSSF staff list is received and reviewed and report any issues to the HR Coordinator
• Following up with tax consultant on monthly and quarterly payment documentation

Communications & Work Relationships

Internal Communication

• Regular contact with HR Coordinator
• Regular contact with Accounting Team
• Regular contact with Logistics Team
• Regular contact with staff members

External Communication

• Occasional contact with job candidates
• Occasional contact with external service providers

Framework, Boundaries, and Decision Making Authority

 The HR Assistant participates in brainstorming and problem-solving with the HR Coordinator, suggests possible solutions and recommends alternative practices. 

 Knowledge, Skills and Abilities

• Bachelor’s degree in Business Administration, Human Resource Management or similar
• Relevant HR support experience: 2-3 years
• Excellent command of spoken and written English & Arabic and great communication skills
• Excellent Microsoft Office Skills, Google Docs & Google Sheets
• Excellent organizational & time management skills
• Meticulous and detail-oriented
• Problem-solving and analytical skills
• Ability to work and communicate well with a variety of individuals, with professionalism and goodwill