Human Resources and Administrative Assistant - Akkar

ROLE PURPOSE:

The Human Resources and Administrative Assistant is responsible for performing human resources and administration duties and providing support to the staff in all matters related to personnel management and the offices/premises of Save the Children International.

SCOPE OF ROLE:

Reports to: Human Resources Director

Staff directly reporting to this post: Cleaners

KEY AREAS OF ACCOUNTABILITY:

Human Resources:

• Carry out the recruitment process of staff including shortlisting, interviews (Assistants/Officers level), background checks, contract preparation and induction.
• Lead on the recruitment process of non regular staff including interviews, background checks and contract preparation and ensure accurate database is in place.
• Follow up on employee relations issues.
• Ensure, coordinate and facilitate the on boarding of new staff in field offices. 
• Ensure new staff have completed all mandatory trainings including the Child safeguarding policy, Fraud Awareness, the code of conduct, anti-harrassment policy, Oracle-HR, Effort reporting.
• Manage and process employees timesheets, effort reporting.
• Ensure monitoring the implementation of performance review system.
• Conduct exit interviews and  follow up on the exit procedure of leavers.
• Follow upon insurance and NSSF issues in the field office.
• Respond to audit requests as requested.
• Update and maintain the organogram of the field office.
• Ensure all HR policies and procedures are respected and explained to all staff.
• Maintain an organized and updated filing system: personnel files, timesheets, recruitment documents, contracts.
• Maintain confidentiality of all sensitive HR information at all times.
• Manage staff details on Oracle-HR.

Administration:

• Ensure operation of office equipment by completing maintenance requirements and/or calling for repairs.
• Keeps inventory of office supplies and makes  sure that the office is always well fed  with the needed supplier.
• Supervise the cleaning staff and follow-up on their daily schedule.
• Sets up and coordinates meetings and workshops as required.
• Maintains a contact list of government emergency numbers and important contact persons.
• Manage communications (phone calls and e-mails), and direct them as necessary.
• Make logistical arrangement including hotel and vehicle arrangement for staff, visitors, partners, donors, and consultants.
• Provide a well-equipped, hygienic and comfortable office environment so staff  can work effectively and efficiently.
• Partners capacity building:
• Provide technical HR and admin support to local partners and participate in non-thematic capacity building activities, in coordination with the programme team and as requested by HR Director.

COMPETENCIES:

Problem solving and decision making

• Takes effective, considered and timely decisions by gathering and evaluating information from within or outside the organisation.

Applying technical and professional expertise

• Applies the required technical and professional expertise to the highest standards;
• Promotes and shares best practice within and outside the organization.

Working effectively with others

• Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives;
• Knows when to lead and when to follow and how to ensure effective cross-boundary working.

Communicating with impact

• Communicates clearly and confidentially with others to engage and influence

QUALIFICATIONS  & EXPERIENCE

• Business Administration / Human Resources Management degree or Diploma / Certificate in HR or Personnel Management is preferred;
• At least 2 years relevant working experience;
• Good understanding on HR administration related issues, basic on general HR management, knowledge on office management and filing;
• Excellent interpersonal communication skills, very accurate in drafting letters and emails, good in database information management, maintaining confidentiality, documentation & filing skills;
• Good communication (English & Arabic);
• Excellent time management skills;
• Commitment to Save the Children values