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, exit procedures for separating staff. The HR assistant is an administrative professional who performs a variety of transactional duties in support of HR 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 Duties and Responsibilities:

The HR Assistant is specifically responsible for the following tasks:

• Assist with day to day operations of the HR functions and duties such as filling, photo copying and scanning any HR related documents
• Follow up on receive, collect signature, and distribute HR related documents for MSS and other Hubs, update the HR document tracker and update the organizer with document statue.
• Maintain archiving for HR department (hard copies and soft copes) including: personal files, Job files, payroll, social security, health insurance and HR communication and memos.
• Provide clerical and administrative support to Human Resources team members such as set appointments, arrange meetings, and maintain calendars of HR related matters.
• Update the HR database and trackers such as HCM, contact list, evaluation tracker and staff leave tracker.
• Share updated staff leave balances with all national staff on monthly basis, follow up on collecting required documents for different types of leaves (annual leaves, sick leaves, Paternity, Maternity, unpaid leaves and any other leaves as per handbook).
• Tracking the evaluation dues dates for the employees, send the appraisals reminders on monthly base and probationary reviews as well, do the follow up, review and sharing the exceeding one with HRD.
• Maintain, organize and update all staff’s personnel files, and ensure that all staff personnel changes are documented and updated.
• Welcome and escort the new joiners at the first day, with ensuring to complete all employment required documents either by receiving the certificates from the new joiner or signing the policies and procedures, contracts, PDs, and etc…
• Prepare employees contract (new hires, extension and rehire), and update relevant trackers.
• Prepare onboarding checklist for new joiners, sharing it with different departments and follow up on completing tasks assigned to focal point within timeframe.
• Respond to employee enquiries and receive staff questions to share it with Senior HR Officer as needed.
• Follow up on staff exiting process, send the exit package to staff member, follow on completing clearance documents, sharing the complete package with Senior HR Officer, receive final payment calculation and prepare final payment request accordingly.
• Support in payroll process by receiving timesheets and relevant documents, and ensuing proper filling.
• Assist in recruitment, arranging interviews, tests and preparing required documents.
• Participate on recruitment processes for the levels of (Interns and Assistants) by handling recruitment arrangement, attending the interviews, communicating with hiring managers as required, conducting candidate background check and completing all recruitment process.
• Organize any health insurance documents, dispense health insurance cards and forms when needed, and update the health insurance master sheet on monthly basis.
• Register the new employees to the social security, and keep tracking for the maternity cases and any changes happened with ensuring that all leavers are omitted from Mercy Corps data base
• Preparing staff list on annual bases to be submitted to MOL.
• Preparing any kind of official letters such as employment letters, salary transfer, termination letter, open bank account and embassy letters.
• Prepare the purchase requests and payments for different HR needs (equipment, staff activities, org chart, legal services, and health insurance quarter payments and renewal PRs)
• Participate with dashboard reports for the evaluation and intern part, do the updates on monthly base.
• Translate HR documents as required.
• Maintain the confidentiality for all information in HR Department
• Perform any other duties assigned.

Do This

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.
• 1-2 years of experience in HR or related fields.
• Strong multi-tasking, organizational, prioritization skills are necessary.
• Highly communication skills and flexibility are highly required
• Accuracy and attention to details are necessary.
• Proficiency in written and spoken English and Arabic.
• Proficiency in Microsoft Office applications including Excel and Word.

Deadline: 29 October 2022. Any application after the deadline will not be considered

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.

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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