HR & Admin Manager

The Job

Job Title:

HR & Admin Manager

No of position:

1 Position

Grade

FC1-G5

Salary and Fringe Benefits

Starting of $25,000 Annual Gross Salary inclusive of all fringe benefits

Deadline:

August 31, 2019

Health Insurance

Included

Contract Type:

Fixed

Duration:

One year renewable based on the result of the performance appraisal

Duty Station:

Based in Sana’a with regular field visits to RDP’s offices

Probationary Period:

Six months

Department

Operation

Reporting to:

Executive Director

Relief and Development Peer Foundation (RDP)

RDP is a Yemeni national non-profit and non-governmental organization aiming to mitigate the suffering of communities affected by disasters, wars, and increase social responsibility to contribute effectively and positively on the development process.

HUMAN RESOURCES / ADMINISTRATION MANAGER

This is a full-time position with a starting salary of US$ 25,000.

Job profile

The Human Resources / Administration Manager is responsible for managing the day-to-day operations of HR/Admin Department, the HR and Administration Manager will work closely and under supervision of the Executive Director. This individual will also serve as a mentor to the HR/Admin team.

HR Tasks

General HR Tasks

  • Build and maintain employee confidence by promptly responding to their requests and protecting the confidentiality of HR operations;
  • Oversee day-to-day activities for employee leaves, short-term disability, field visit/mission permit requests, administration, staff/worker’s compensation issues, unemployment claims and other employee leaves issues;
  • Ensure the employee personnel files and human resource system are completed;
  • Manage employment contracts/service contracts/ special service contracts;
  • Update/develop of HR and admin policies and procedures manual and ensure its implementation;
  • Prepare and maintain employee handbook;
  • Participate in the coordination and accurate administration of employee benefits through the full process cycle (assists and liaises with brokers and carriers to resolve insurance claims, employee enrollment, and general administration of benefits, pension and bank accounts, ensures appropriate billing of insurances, and submits payments to Finance in a timely fashion);
  • Carry out all required tasks relating to employee recruitment/onboarding (posting job descriptions, diversifying recruitment strategies, interviewing, administering background and reference checks, conducting onboarding for new hires, including gathering all legally required new hire documents and relaying information about RDP and its benefits);
  • Carry out all off boarding responsibilities, including conducting exit interviews;
  • Support the Finance team with the HR tasks relating to payroll (maintain and audit time and attendance data, timely enter and verify all employee data entered, answer employee questions, produce accurate reports);
  • Monitor and advise staff on all changes in labor laws and ensure compliance;
  • Keep track of the annual performance appraisals submission, and updates performance evaluation system as deemed necessary;
  • Update the organizational salary scale on an annual basis;
  • Prepare and analyze reports that are necessary to carry out the functions of the department;
  • Responsible for mentoring the Human Resources teams and Interns;

Administration Tasks

Management & Control of assets

  • Ensure that all assets are recorded and accounted for in the asset register;
  • Reconcile asset categories to the relevant general ledger accounts;
  • Regularly verify the existence and condition of assets by performing asset counts during the year;
  • Ensure that all assets are tagged and numbered according to the asset register and as per RDP and donor requirements;
  • Ensure that supporting documentation exist for all entries in the asset register;
  • Maintain system that tracks the movement of assets between agreed locations and/or use by current staff or visiting delegates from other offices;
  • Ensure that the office has adequate insurance cover for its assets.

Management of administration procurement

  • Review procurement packs including completion of checklists, purchase requisitions, quotations, justifications memos and other documentation to ensure that RDP policy was adhered to, the necessary quality checks and confirmations where done;
  • Ensure that the goods and services required are accurately described on the purchase order as per requirements and that all the relevant approvals are in place, prior to send the purchase order to the vendor;
  • Ensure that no goods are delivered and/or services rendered without the necessary procurement process followed;
  • Maintain a file wherein all signed purchase orders and supporting quotations are filed for easy reference and to facilitate future audits;
  • Keep a list of all purchase orders issues and send the update to Finance monthly, to keep track of commitments;
  • Ensure that contractors fulfil all requirements in the scope of work as agreed before payment of fees;
  • Ensure that the necessary procurement plan are in place, updated and planned for in time and that the procurement committee meets in time to ensure that the processes and approvals are transparent;

Administration of leases and rental agreements

  • Ensure that rental agreements are properly maintained and amended where necessary;
  • Liaise with the landlord and building agent to ensure that the building is maintained to guarantee a conducive working environment;
  • Regularly review and renew office machine rental agreements where necessary;
  • Maintaining lease agreement files and keeping these agreements in a safe place for reference purposes;
  • Issue and maintain lease agreements for tenants;
  • Ensure tenants are invoiced on a monthly basis as per signed lease agreements;

Renewal and maintenance of short term insurance

  • Ensure that insurance cover is renewed annually on all assets;
  • Inform the insurance company of additions and/or scrapping/sale of assets;
  • Ensure that insurance company holds sufficient cover for all assets;
  • Negotiate annual increases with insurance company;
  • Keep policy documents in a safe place for reference purposes;
  • Complete annual insurance return forms;

Process requisitions for the office

  • Supervise monthly provision of office supplies;
  • Ensure that the organizational stationery requirements are catered for;

Travel Management and workshops

  • Oversee and coordinate travel authorization submissions and travel bookings for staff;
  • Regularly liaise with the preferred travel vendors and attend to service delivery issues or complaints from staff;
  • Facilitate efficient coordination of conferences, workshops, meetings and travel in accordance with RDP policy;
  • Authorize hire vehicles for staff;

Cell Phone Billing and Management

  • Ensure that the 3G and cell phone bill is updated regularly with names of all the users;
  • Analyze the cell phone bill account monthly and ensure that staff are billed for private usage and send the analysis to Finance monthly;
  • All cell phones and 3G cards needs to be recorded when issued and proper records of cell phones coming back must be kept;
  • Send out regular guidance and communication on how cell phone and 3G cards must be used to ensure that users manage their bills correctly;

Management of Staff

  • Supervise the activities of the administrative staff and receptionist;
  • Setting of goals, management of mid-year and annual performance appraisals;
  • Development and coaching of Admin staff;
  • Ensure that job descriptions of staff are reviewed annually and updated and discussed, if needed;
  • Ensure that staff are develop so they can serve a s a backup for each other on the department;

Safety and Security

  • Ensure that the office complies with safety and security regulations and ensure that tasks teams are formed and responsible for office security and first aid;
  • Ensure that regular safety drills take place;
  • Ensure that the alarm system is maintained and a rotating schedule is shared for Admin/HR Department to respond to armed response call outs;
  • Liaise with senior management to ensure that security information is regularly updated;

General

  • Weekly reporting to the Executive Director: HR and Admin on all activities and deliverables;
  • Induction of new staff;
  • Lead the Strategic Planning Workshop/training.
  • Develop HR and Admin strategies.
  • Develop staff capacity building plan, training calendar and coordinate internal and external training.
  • Month end reporting of all HR and Admin aspects to the finance department.
  • Develop Administrative systems and actively participate in policy development as needed;
  • Keep informed of all policy and process changes within finance, procurement, logistics and administration and communicating the changes / information to staff;
  • Liaise and arrange with the various suppliers to maintain the office equipment in working condition;
  • Provide technical assistance to Admin staff, Management, staff for compliance issues and problem resolutions;
  • Perform other related duties as required and assigned by direct supervisor.

Qualifications/Requirements

  • A Master’s degree in Human Resources, Business Administration or related field or related combination of education and experience;
  • A minimum of (8) years of full life cycle experience supporting both national and international hires, with at least 3 years of working experience at NGOs in both humanitarian and development context.
  • HR/Admin certification preferred;
  • Extensive experience with performance management systems;
  • Knowledge of Human Resources and general HR/ practice including recruitment, selection, compensation and benefits, in an international setting strongly preferred;
  • Knowledge of labor laws, government regulations including Yemeni Labor law, international employment law in diverse markets;
  • Excellent interpersonal and listening skills.
  • Ability to interact with all levels of staff in a professional way;
  • Fluency in English required (written and verbal);
  • Experience in a multi-cultural or international setting highly desirable;
  • Excellent planning, organizational and analytical skills. Attention to detail a must;
  • Strong research, writing, and public speaking skills;
  • Comfortable with technologies;
  • Strong user of Microsoft Office 365 applications (MS Excel, Word, Power point)
  • Ability to thrive in a fast-paced environment;
  • Ability to handle competing deadlines.
How to Apply

Interested candidates should send their Resumes in English to hryemen@rdpf.org  not later than August 31, 2019, putting the job title as the email subject to be considered. Resumes will be considered on a rolling-basis and candidates are encouraged to apply early.

For more information about RDP, please visit our website at http://rdpf.org

  • Employer: RDP
  • Category: Human Resources
  • Location: Sana'a
  • Posted on: 4 August 2019
  • Deadline: 31 August 2019

TOP