HR/Admin Assistant

Job Description

Note: This job description is for informational purposes only and is not intended for applications or applying.

SUMMARY:

Under the direct supervision of the Project Manager, and the HR Officer (a technical supervisor), the HR/Admin Assistant is responsible for supporting recruitment, onboarding, national staff, casual contract management, performance management, time and leave management and administrative supporting for Sanaa and the field office in Dhamar. The HR/Admin Assistant will work closely with the project team in the main office and the field team to ensure HR and administrative processes are seamlessly implemented and in line with ADRA Yemen policies and guidelines.

RESPONSIBILITIES:

HR:

• Adhere to ADRA policies, tools, manuals and guidelines.
• Assist with the recruitment process by advertising positions, create longlist with close supervision of HR Officer, call the candidates and arrange for the test and interviews, prepare of outcome reports and reference checks, onboarding and staff orientation.
• Working with the Project Manager and the HR Officer in coordinating and facilitating a comprehensive orientation program for all project new staff.
• Preparation of service contracts for casuals and maintaining the service contracts trackers.
• Followup with staff attendance/timesheet/leave records on a daily basis and to prepare summary report of attendance to be submitted to County Office each month.
• Ensure proper filing of documents as per the ADRA standard.
• Follow up with staff medical insurance issues.
• Follow up on submission of completed performance management forms and ensure performance goals are set.
• Any other task requested from time to time by the supervisors.

Administrative:

• Ensure office reception is well managed, organized and attended to, at all times, receiving guests, directing them, as well as receiving and dispatching calls (i.e., seating, visibility, notice board, tidiness, etc.),
• Prepare timely utilities payment (telephone, electricity, water, internet, etc.) for office.
• Ensure that the office stationery, office supplies are ordered on time.
• Keep record of all stationeries/stocks used in the office and produce monthly stationery stock reports.            
• Raise appropriate PR as requested and ensure that the office is adequately equipped with necessary supplies and equipment, ensure distribution of stationery supplies and required office equipment.
• Provide secretarial support such as typing, takings minutes, drafting letters, and translation of English or Arabic documents etc.
• Ensure that standard ADRA forms are made available to the field staff and they are utilized in the appropriate manner.
• Be responsible for organizing project events such as seminars, meetings and workshops.
• Facilitation of office building, premises and equipment maintenance and repair.
• Day to day management of the project/field office including direct supervision of cleaners.
• Assist in filing, preparing and keeping updated database of all admin activities and ADRA contact list regularly.
• Report all administration activities in weekly/ monthly basis to the line manager.
• Carry out other related duties as assigned by supervisor.

QUALIFICATIONS AND SKILLS:

• University degree in Management, HR or related field of study.
• Minimum of 1 year’ experience from working as an Admin Assistant/HR Assistant in an NGO.
• Previous experience from working in complex and volatile contexts.
• Documented results related to the position’s responsibilities.
• Fluency in English Language.
• Computer skills (common Microsoft Windows and Office applications)
• Ability to work under pressure and meet deadlines.
• Keen sense of compliance with policy and procedure.
• Handling insecure environment.
• Communicating with impact and respect.
• Highly confidential.
• Good cultural awareness and sensitivity.
• Strong organizational and team working skills.

ADRA’S VALUES:

We uphold the Humanitarian Principles; our key values:

•  Justice
• Compassion
• Love