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Admin HR Assistant (Mafraq base) - وظيفتي
وظائف تنقيب الاردنوظائف في الاردن

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

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