Area Admin/HR Assistant

Job Description

Position Summary

Area Admin/HR Assistant is working under the supervision of Area Senior Admin/HR Officer and responsible for following on Dhamar base:

Administration:

Assist in preparing administrative documents such as internal notes, letters, etc.

Human Resources:

• Control and check attendance sheets and supporting documentation (attachments) for all national staff with ensuring all are checked and approved by HR & the line manager;
• Keep the attendance sheets up-to-date and produce monthly attendance reports;
• Follow up on staff HR forms, and new contract/contract renewals with relevant department managers;
• Maintain a clear record of staff’s leaves and leave balance days;
• Follow up on ACTED HR standard templates in line with ACTED HR Manual/internal regulations;
• Following up with the medical insurance of the staff and their family members subscription;
• Ensure ACTED staff receive their IDs and follow up accordingly;
• Update the Organization Charts (by base, by project, by department);
• Update staff contact list.

Recruitment:

• Prepare vacancy announcements for junior national staff in the area of intervention and follow up with the recruitment process with the Area Senior HR Officer;
• Cross check with Area Senior HR officer & Area Finance to ensure budget is available for new recruitments;
• Ensure that RSRs and TORs are prepared by the line manager prior to the release of the vacancy announcement;
• Prepare a comprehensive/clear longlist for selected candidates;
• Preparation of the contracts for the selected Fixed Term contracted staff and Interns application.
• Ensure to collect all necessary documents of the selected applicants in staff files as indicated in the ACTED HR Manual;
• Prepare employment documents for staff and collect all information required for the contracts (ID card, photos, identification information, “recruitment package” etc.);

Filing and Archiving:

• Assist Area Senior HR officer in ACTED Admin/HR filing system (include official correspondences, governmental documents follow-up, recruitment process documents, etc.);
• Assist in maintaining thorough personal folders for national staff ensuring occurring updates.
• Meticulously name and classify each file/document stored in computer, to insure easy access.
• Follow up with all departments for any missing documents and make sure that all required documents are fully completed, by creating excel sheet database (Checklist) – to ensure proper follow up and report any missing documents;
• Maintain electronic/hardcopy filing for staff files particularly for contracts, extensions and amendments;
• Prepare the required documents in case of external/internal audit, under supervision of the line supervisor;
• Scan and send updated staff documents on monthly basis to capital office.

Job Requirement (Qualification and Experience):

• University degree in human resources, business administration, or a related field;
• At least 1-2 years of experience in Human Resources field, preferably with an INGO;
• Advanced skills in using Microsoft Excel application;
• Able to multitask, prioritize, and manage time efficiently;
• Flexible, and have the ability to cope with stressful situations;
• Excellent verbal and written communication skills;
• Good English skills, both oral and written;
• Computer literacy, including Microsoft (Word-Excel).