Human Resources Assistant

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program / Department / Team (Program / Department Summary)

Mercy Corps works in places of transition, where conflict, disaster, political upheaval, or economic collapse present opportunities to build more secure, productive, and just communities. Providing emergency relief in times of crisis, we move quickly to help communities recover and build resilience to future shocks, and promote sustainable change by supporting community-led and market-driven initiatives.

GENERAL POSITION SUMMARY:

The HR department is responsible for but not limited to; recruitment, orientation of new staff, personnel management, payroll administration, performance evaluation management, Capacity Building, exit procedures for separating staff. The HR assistant is an administrative professional who performs a variety of transactional duties in support of the HR (MSS/NWS) department. He/She performs all clerical duties required for the HR team members to operate efficiently. He/She drafts all department correspondence, such as contracts, official documents and other hubs’ documents and memorandums. The HR Assistant is responsible for day-to-day HR requirements, functions and general assistance to the HR Department.

Essential Job Responsibilities:

• Set up electronic and paper archiving systems for all active and inactive employees, casual laborers’ files and recruitment files and manage the archiving systems efficiently.
• Maintain, organize, and update all staff personnel files and ensure that all staff personnel changes are documented and updated in the HR database.
• Lead the recruitment process for casual labour on a regular basis under the supervision of the Senior HR Officer and submit their monthly payment to the finance department after obtaining the required validations.
• Maintain and organize recruitment job file/s after each recruitment process
• Update HR regular follow tools (staff leaves tracker, performance review tracker, probationary period tracker, overtime tracker and contact list).
• To be responsible for monthly leave reconciliation and maintaining accuracy of the leave balances data for active staff.
• Assist in day-to-day operations of the HR functions and duties such as filing, photocopying and scanning any HR related documents.
• Follow up with staff benefit claims such as overtime and other paid benefits and make sure that it’s reflected on the payroll on timely basis
• Assist the Senior HR Officer to deliver the monthly payroll on a timely manner and make sure that all support documents are well obtained and documented
• Assist in the staff exit process and follow up with the staff to obtain the exit files per the checklist while making sure that each exit staff file is well maintained and documented.
• Facilitate staff monthly salary disbursement in coordination with the finance department by making all necessary arrangements and communication with staff.
• Facilitate leavers exit payments’ disbursement in coordination with the finance department.
• Receive, collect signatures, and distribute HR related documents while ensuring all documents are updated on the HR tracker.
• Assist HR team in preparing HR documents, typing or translating letters or any other HR related documents.
• Organize the national staff orientation and ensure consistency in times between participating departments.
• Prepare new hires documents, contract extensions and offer letters.
• Conduct the onboarding process for the new joiner and manage the signature and documentation process for MC policies and procedures, contracts, PDs, and etc
• Update the HCM system at the beginning of each month, maintaining accuracy of the data for all active and exited staff.
• Prepare any kind of official letters such as employment letters, salary transfer, termination letter, open bank account and regret letters and seeking for Senior HR Officer review, including the experience verification letters for the casual laborers and ex-volunteers, upon request.
• Conduct reference checks and the rest of the recruitment process (finalizing PAFs, offer and contract) for selected candidates for all ongoing recruitments.
• Prepare the purchase requests and payments for general HR needs.
• Send probationary review e-mails for new joiners and follow-up until the end of their probation period.
• Send performance review e-mails for new joiners and follow-up until the end of their performance period.
• Respond to employee enquiries and receive staff questions to share it with the Senior HR Officer as needed.
• Provide clerical and administrative support to Human Resources team members such as set appointments, arrange meetings, and maintain calendars of HR related matters
• Maintain the confidentiality for all information in HR Department
• Perform any other duties assigned.

SUPERVISORY RESPONSIBILITY: None

ACCOUNTABILITY

REPORTS DIRECTLY TO: Senior Human Resources Officer

WORKS DIRECTLY WITH: HR Team members, Finance & Operations departments, all program managers

KNOWLEDGE AND EXPERIENCE:

• University Degree in management, administration or related fields.
• A candidate with a minimum of 1 years of experience in HR or Administration, preferably in a humanitarian context.
• High level of commitment towards the role’s responsibilities and the department objectives
• Strong multi-tasking, organizational, prioritization skills are necessary.
• Highly communication skills and flexibility are highly required
• Accuracy and attention to details are necessary.
• Self-motivation and high level of responsibility are necessary
• Proficiency in written and spoken +English and Arabic.
• Proficiency in Microsoft Office applications including Excel and Word.

SUCCESS FACTORS:

Good general understanding of humanitarian relief and development based organizations, high level of personal integrity, and honesty. The ability to interact effectively with international and national staff members is required. A demonstrated ability to work quickly and accurately, meet deadlines and process information in support of changing program activities is necessary.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

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