Admin HR Assistant (Mafraq base)
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 leave forms. ·
- 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.
Desired Skills
Skills
- Diploma or 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 in an INGO .
- Ability to work under pressure in a high pace environment.
- Good organizational and prioritization skills.
- Proficiency in Microsoft Office, Microsoft Excel.
- Strong interpersonal skills
- Strong analytical skills