Area Human Resources Officer

Objectives

1. Build and maintain relationships, Inculcates a sense of team spirit, teamwork, and inter-team collaboration;

2. HR internal regulation implementation, awareness sessions, onboarding & orientations for current and new hires;

3. Enhance staff capacity building and training through internal or external resources.

Duties and Responsibilities

I. Administration Management

The Area HR/Admin Officer is responsible for the following tasks.

Draft, circulate and follow up on the following documents:

· Drafting the administrative letters;

· Internal notes, regulations, memos, etc;

· Official letters/documents concerning issues with governmental offices, NGOs, and other stakeholders.

· Ensure the compliance of ACTED’s procedures with the legal requirements of the country and ACTED management, notably regarding local procedures and regulations;

· Management of ACTED’s premises; including the management of the lease (renewal of rental contract; etc.), the communication with the landlords, , organization of the premises (office and guesthouse accommodation).

· Ensure an adequate provision of office supplies according to the ACTED Logistic Manual (preparation of Order Forms, etc.) and the accurate distribution of these items so as to ensure cost-efficiency;

· Follow up the office supply stock, in coordination with Logistics and as per ACTED’s guidelines;

· Maintain and check the Administrative filling system; which includes the filling of all administrative documents.

· Share the authorized signatory table on a monthly basis with the capital offices and concerned departments.

II. Human Resources Management

· Inform the staff of the public holidays in a timely manner.

· Leave management supervision of the area, including regular spot checks of the attendance and the leave follow-up tracker.

· Inform and raise any observed breach of ACTED regulations that could lead to disciplinary actions as per ACTED HR Manual;

· Follow up on the appraisal system: guiding line managers throughout this process, following up on the timely submission of appraisals, reviewing of the recommendation, following on the final recommendations and forms. staff appraisal forms with relevant department managers;

· Prepare standard as well as project-specific organigrams.

· Ensure all staff have comprehensive terms of references;

· Ensure the use of ACTED HR standard templates, in line with ACTED HR Manual/internal regulations

· Monthly reporting to the Sr. HRO; notably in terms of attendance and contract follow-up, so as to ensure an efficient payroll system.

III. Recruitment

· Assist the recruitment team at HUB/Capital with vacancies adv. internally and externally.

· Ensure the collection of all required documents of applicants, as indicated in the ACTED HR Manual;

· Assisting the recruitment team at HUB/Capital with conducting references (“Reference Check”);

· Interviews/test arrangements whenever needed.

· Collect all information required for the personal folder (ID card, photos, “recruitment package” etc.),

· Drafting contracts in line with ACTED’s templates and follow up on any renewal, amendment, resignation or termination as per HUB HR team requests.

· Arrange new staff inductions and are made aware of their rights and obligations.

· Sharing welcoming emails for those new joiners.

· Support the HUB / Country HR team with the daily worker’s recruitment when needed.

I. Filing

The Area HR/Admin Officer shall be in charge of an accurate and efficient filling system, in line with ACTED’s requirements; in hard and soft copy. S/he shall also be in charge of the documentation flow between Area – bases – HUB offices are properly conducted.

§ Ensure and check the new staff personal folders from the joining date;

§ Ensure confidentiality of personal folders;

§ Make sure the server is up to date with all HR and Administration documents and files;

II. Internal & External Training

• Ensure/arrange and follow-up on new joiners’ inductions and orientations, in addition to the mandatory ACTED PSEA and Safety training are conducted properly;

• Liaise with sub-area coordination and head of departments to conduct internal trainings and sharing knowledge sessions;

• Support within providing external training;

• Ensure to collect the needed HR training documents for the internal and external training;

Key Performance Indicators

· % success rate of inductions and orientation;

· % of finalizing the payroll and HR reports/sheets in a timely manner;

· % of HR/Admin tasks errors and findings (according to line manager);

· % success rate of server readiness;

. Number external training;

QUALIFICATIONS

· Diploma or Bachelor’s degree in HR management or a related field;

· Fair English and Fluent Arabic (written and spoken);

· Excellent writing and communication skills;

· At least 2 years work experience preferably an INGO experience;

· Ability to work under pressure in a high-pace environment;

· Good organizational and prioritization skills;

· Proficiency in Microsoft Office, Microsoft Excel, and Publisher;

· Strong interpersonal skills

. Strong analytical skills