HR and Admin Assistant

Job Description

Position Summary

Human Resources-General:

• Coordinate and assist with HR officer for HR functions related to Mocha and khokha office staffs’.
• Assist in ensuring staff compliance with human resources policies as per DRC’s Operations Handbook and local HR Handbook.
• Ensure leave. recruitment and training tracks are updated on a regular basis.
• Assist in communicating with interview candidates and scheduling for tests and interviews.
• Prepare employee contracts with guidance of HR Adm officer and Support services Team Leader.
• Ensuring the following are accurate, complete and up to date: -personnel files, administration of health insurance scheme, social security.
• Assist managers and staff on effective performance management and administer the collation of performance management documentation
• Ensure new staff receive appropriate orientation and induction with coordination with HR officer
• Ensure clearance and debriefing is carried out for exiting staff
• Support staff development activities including promoting the DRC t earning Catalogue.
• Any other task delegated by HR officer or Support Services Team Leader.

Attendance and leave management:

1.     Track the attendance of all staff day-wise in provided finger print as per organization requirements and communication.
2.    Track leave database, and eligibility. availed and closed balances of leaves for staff in excel format.
3.    Provide this information on a monthly basis to the HR officer & Head of the office.
4.    Collect & verify timesheets from DRC south staff and submitted to the HR officer.

Recruitment (casuals & Regular (below officer level):

1.    Maintain a database of budget positions vis-a-vis current status, and number of vacant positions and work towards providing
1.    suitable manpower for vacant positions.
2.    Get directions from the Head of office/Operation Manager about the new causal positions, contribute actively in planning
3.    the recruitment cycle of such new requirements and implement them.
4.    Generate offer letters; contract letters for the selected candidates issue them.

Staff insurance/benefits:

• Follow up with CO or insurance service provider staff issues This includes adding or terminating employees from the benefit programs and helping to answer questions or resolve benefit-related issues that may arise.

Administration:

• Coordinate and assist with Admin Officer for administrative management of Mocha and Khokha office/s and Guest House/s
• Ensure that all office systems and equipment (power, water, telephone, photocopier, fax, etc.) are in good working order.
• Make sure that payment of office and guest house utilities bills are on time .
• Responsible for office supplies, administration, management and timely procured through supply chain team.
• Responsible for necessary repairs & maintenance in a timely manner in coordination with the Admin Officer and supply chain staff.
• Support Admin Officer for all contract arrangements with lessors and ensure that contractual obligations are adhered to.
• Establish a central mail recording system and filing archiving system.
• Ensure that DRC staff have identification cards (lD) with the period of validity in accordance with the employment contract.
• Any other task delegated or ask to do by Admin officer or Support Services Team leader.

Experience and technical competencies: (include years of experience) 

Essential: 

• Minimum at least one-year of relevant work experience in a similar field.
• Advanced English proficiency
• Fluency in local language.

Education: (include certificates, licenses etc.)

• Bachelor’s degree in HR management, Business Administration, or related field.

All DRC staff members are expected to demonstrate the following core competencies:

• Striving for excellence – constantly and actively seeking ways to develop professionally.
• Collaborating – working respectfully with DRC staff, partners, beneficiaries, and other stakeholders.
• Taking the lead – showing positive initiative in situations where leadership is required.
• Communicating – ability to listen, give space, and convey thoughts and ideas to others respectfully.
• Demonstrating integrity – adhering to high personal and professional ethical standards.

Language: (indicate fluency level) 

• Fluency in both written and spoken English and Arabic.

Key stakeholders: (internal and external)

• HR/Admin Team Leader.
• Support Services Manager.
• All support and program teams, but especially

Finance.

• Landlords, insurance company representatives
• Senior management team.