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Area Admin and HR Assistant
JOB PURPOSE
The HR/Admin Assistant is responsible for preparing and following on all matters related to administration
and human resources concerning the staff working in the Mafraq base, Jordan; including but not limited to
contracts’ management, attendance, vacation, premises, in line with ACTED guidelines… The HR/Admin
Assistant is managed by senior HR Officer.
DUTIES AND RESPONSIBILITIES
1. Attendance sheets:
Monitoring attendance sheets of staff on daily basis.
At the end of each month, all attendance sheets should be checked and approved by line managers.
At the end of every month, the HR Assistant is responsible to collect and review the attendance sheets
and leaves attached. ·
Supporting the project team with monitoring attendance sheets of CFW on daily basis.
2. Leaves:
Making sure HR has always enough copies of Leave request form as hard copies.
Making sure all leaves are complete, signed, and checked with attendance sheets. (Leaves should be submitted to HR department 48 hours prior to the date of the leave requested).
Updating leaves FU table on the server·
Adding the number of day’s staff takes on weekly basis on the table.
Add the TOIL calculated to the staff leave balance every month. ·
Send the updated leaves’ table to all managers at the beginning of each month.
Update the leave FU for the managers every two weeks and share it with the teams.
3. TOIL and Overtime:
Making sure HR always has enough copies of TOIL and OT forms as hard copies and scanned copies.
Making sure all documents of TOIL and OT are filled correctly and signed.
Calculate all OT and TOIL on the 16th of every month.
4. Recruitment:
Ensure that Terms of References are prepared by the line-manager and approved prior to the release of the vacancy announcement;
Ensure that all recruitment have been pre-approved, notably in terms of budget.
Prepare advertisements of vacancies for national staff (ACTED North Jordan) and follow up on the recruitment process, as per the recruitment plan.
Ensure the collection of all required documents of applicants, as indicated in the ACTED HR Manual;
Conduct the review of the CVs and long listing of the applications, based on the requirements of the job description by support from the Senior HR officer for NJ .
Follow up on the short listing of the candidates by the recruitment committee and organise the interview/test. Ensure contacting the candidate’s references (“Reference Check”) prior to offering the position;
Collect all information required for personal folder (ID card, photos, “recruitment package” etc.),
Prepare the contract in line with ACTED’s templates and follow up on any renewal, amendment, resignation, or termination.
Ensure that the new staff receive proper induction and are made aware of their rights and obligations
5. Filing & Scanning :
The HR/Admin Assistant shall be in charge of ensuring that there is an accurate and efficient filling system, in line with ACTED’s requirements, in hard and soft copy. H/She shall also be in charge of ensuring that the documentation flow between base and Capital office is properly conducted. In this regard, H/She shall put in place accurate folders (recruitment, CVs, memos…) notably personal folders as follows:
Create personal folders for national & international staff at the day of their arrival.
Ensure confidentiality of personal folders;
Ensure a follow-up/update of the personal folders from bases and capital on 1st week of N+ month.
6.Compliance/Audit:
The HR/Admin Assistant shall be in charge of reviewing and following up on any audit finding, recommendation and of providing all the necessary information to the audit team.
المهارات
Bachelor’s degree in HR management or a related field.
Fluent English and Arabic (written and spoken).
Excellent writing and communication skills.
At least 1 year work experience preferably an INGO experience.
Ability to work under pressure in a high pace environment.
Good organisational and prioritisation skills.
Proficiency in Microsoft Office, Microsoft Excel, and Publisher.
Strong interpersonal skills
Strong analytical skills
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