Admin/hr Assistant

I. Background ACTED (Agency for Technical Cooperation and Development) is an international NGO founded in 1993 and headquartered in Paris. ACTED provides relief assistance to victims of conflict and vulnerable populations. Its activities range from emergency relief to development projects. In 2005, ACTED implemented more than 300 projects in 35 countries spread over Africa, Central Asia, Europe, Latin America and the Middle East.  II. Responsibilities  Administration -       Draft/prepare all administrative letters; -       Prepare all Administrative Documents such as internal notes, regulation, memos etc to be validated by the HR manager; -       Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in area level; -       Organize meetings for ACTED Senior management; -       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 Guesthouses Human Resources -       Assist the HR Manager in Controlling & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments; -       Ensure all staff (national & international) have comprehensive ToRs and updated HR folders; -       Assist the HR Manager in the follow up of staff appraisal form with relevant department managers; -       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) -       Supervise the work of Cook/Cleaners in Offices and GH; -       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 national staff; -       Ensure that the personal folder database have been updated on regular basis;