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- RESPONSABILITIES 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 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.

• 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.

• 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.

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.

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