Human Resources Officer

October 13, 2023

Job Overview

  • Date Posted
    October 13, 2023
  • Location
  • Expiration date
    --
  • Experience
    3 Year
  • Gender
    Both
  • Qualification
    Bachelor Degree
  • Career Level
    Entry-level to Mid-level

Job Description

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

Position Summary

To provide efficient and effective Human Resources support for the Yemen programme and ensure that the field office adheres to Concern Worldwide policies and the national labor law in all processes and procedures;

For this position, we are looking for a value and people driven person with excellent knowledge and interpretation of Yemeni law and systems.

Key Responsibilities Summary:

Attendance and Leave Management: 

  • Attendance Management: set in place a system for managing attendance for all staff based in Aden; 
  • Leave Management: follow up on all types of leave and update leave tracker; 
  • Reporting: report attention points in regards to attendance and leave;
  • Archive: archive the signed attendance sheets and leave requests. 

Payroll and Benefits management: 

  • Payroll: report monthly updates related to payroll and update the payroll database with the monthly updates while sharing the complete supporting documents for payroll, social security and income tax; 
  • Social Security; ensure all the process required by the social security department are completed in line with the Yemen law and Concern policies.
  • Insurance: Act as an insurance focal point for health insurance: additions/deletions, invoices, reimbursements, insurance cards, and participating in relevant meetings as requested;
  • Archive: Archive all payroll supporting documents. 

Recruitment and onboarding 

  • Recruitment: support the Systems Director in recruitment processes from job announcement to communication of results, update the recruitment tracker, and archive the recruitment file;
  • Reference checks; Support the Systems Director in ensuring reference checks are carried out in line with Concern policies.
  • Induction: Send introductory email, welcome the new joiner and to introduce to the team, create a file, share the contract and brief about it’s terms, and brief new joiners about relevant platforms for learning and wellbeing and health insurance benefits. 

Deliver the HR induction to new joiners with the support of the Systems Director; follow up on completing induction plans & remind new joiners to fill induction surveys and participate in their revision; archive signed induction plans, acknowledging completion.

Remind Logistics to follow up on assets, laptop, sim card, and similar.

Managing contractual documents: 

  • Contracts: prepare all recruitment reports, offer letters and contracts
  • Amendments: prepare contractual amendments to reflect the modifications from the initial contractual agreement (position, JD, salary, other) 
  • Archive: archive the signed contractual documents in the employee’s file 

Other HR responsibilities: 

  • Performance Development and Review (PDR): Support managers in the PDR procedures and coordinate and support all related activities; keep the tracking of staff’s probationary, mid-year & annual performance reviews and ensure that the performance appraisals are carried out for each employee and details recorded and kept on personnel files; assist direct supervisor to conduct training to staff on performance appraisal process;
  • Training and Development: following up on end of probation periods and fixed term contracts, tracking & analyzing performance appraisals and updating relevant tools, report training needs and participate in finding training opportunities, and archiving relevant documents;
  • Updating Organizational charts; Support the SD  in maintaining an up to date organogram for the country programme
  • In consultation with SD, provide general clerical and administrative support, including bookings flights, UNHAS, Visas and Permits processes with MOSAL.

Termination: 

  • Prepare the termination formalities (clearance form, discharge of liability, and similar) and prepare the final payment 
  • Exit and Retention Surveys: Reminding employees/leavers to fill exit and retention surveys and sharing results 

Archiving of employees’ files: 

  • Manage a clear and organized archive of active employees and maintain update when required; 
  • Manage a clear and organized archive of leaving employees that is easily accessible. 
  • External Audits: Participate in external salaries’ audit when requested. 

Responding to Emergencies: 

  • Participating and contributing towards Concern’s emergency response, as and when necessary
  • Complying with Concern’s health, safety and security guidelines during emergencies 

Concern Code of Conduct and Associated Policies: 

  • Adhering to the standards of conduct outlined in the Concern Code of Conduct & Associated Policies
  • Supporting and promoting the standards outlined in the Code of Conduct & Associated Policies to the team, partner organisations and beneficiaries, and being committed to providing a safe working environment 

Accountability 

In line with Concern’s commitments under the Core Humanitarian Standard (CHS): 

  • actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
  • work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; 
  • work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Knowledge, Skills & Experience.

  • Bachelor’s degree in Human Resources, Business Management, or similar;
  • Alternatively, high school degree complemented with HR certification / 5 years of HR experience. 
  • 2-3 years’ experience in related field with progressively responsible experience. 
  • Excellent organizational, interpersonal and communication skills.
  • Proficiency with computers programmes, excel, word, spread sheets. 
  • Fluent in both written and spoken  English and Arabic.
  • Previous experience of working with an INGO. 

Competencies: 

Managing YourselfPlanning and decision-making
LeadershipCreativity and innovation
Communication and working with othersInfluence, advocacy and networking
Delivering resultsChange