Ended Admin & HR Officer
Contract Type: One Year - with possibility of renewal
Place of Work: Sana’a - Yemen
Reports to: Yemen Country Director
War Child, the charity for children affected by war. We are the only specialist charity for children in conflict, delivering high-impact programmes that are rebuilding lives across Afghanistan, Iraq, Jordan, Uganda, the Democratic Republic of Congo (DRC), Central African Republic and Yemen. We understand children’s needs, respect their rights, and put them at the centre of the solution - from supporting Syrian children to access education to reintegrating child soldiers in the Central African Republic and upholding the rights of children caught up in juvenile justice in Afghanistan. We look forward to a world in which the lives of children are no longer torn apart by war. This is a vision that can only be realised through the collective actions of children themselves, communities and their leaders, organizations like War Child, governments and key decision-makers.
We use our passion and creativity to deliver high-quality evidence-based work designed to maximize our beneficial impact for children in conflict.
•Accountable to children
Children can rely on us to respond to their voices and to treat them with respect and dignity.
We expect to be held to account by our supporters and beneficiaries and we respond with openness and honesty
•Committed to each other
We support each other and our partners to achieve ambitious goals and to be the best we can be. We are honest and open with each other, sharing our successes and confronting our challenges.
Purpose of Post:
The HR & Admin Officer is responsible for the day to day management of the War Child offices in Yemen, and to support the recruitment and retention of staff. The HR & Admin Officer also provides advice and support to the Yemen Response Manager to ensure War Child maintains effective operations in Yemen.
A) Job Specification: Task and responsibilities:
- Handle office expenses and office petty cash under the approval of the Yemen response manager
- Manage office equipment, regularly update the inventory list and ensure a well-running office.
- Responsible for the overall running of the reception operation.
- In coordination with Logistic Officer(s) and after approval of Yemen Response Manager, make logistic arrangements including flight reservations, hotel and vehicle arrangements for project staff and visiting staff from headquarters.
- Prepare letters needed for visa applications and work permit issuance for international staffs.
- Carry out other duties such as translation of organizational policies into local language.
- Ensure all the required documents by the Ministry of Finance and the Ministry of Economy are submitted on time.
- Update the filling system and manage filing of the office documents for both hard and electronic copies.
- Maintain and update the office database and project documents.
- To ensure all staff adheres to organization’s HR Policies, contracts and internal rules.
- Responsible for the IT support in office.
- Following Water , Electricity, Telephone, and Internet bills to be Paid
- Responsible for the office maintenance
- Insure that office supply such as stationary , coffee break and cleaning materials are available in officeOther tasks as required by the Yemen Response Manager.
Human Resource tasks
- Develop job descriptions for current/new positions, advertise job vacancies, receive applications and conduct short listing of applicants.
- Prepare employment contract and induction plan for newly hired staff.
- Regularly update organizational chart and staff directory.
- Issue memo, warning letters as per instruction of Yemen Response Manager.
- Supervision, coaching, and performance appraisal of support staffs.
- Monitor and record employee time sheets and leave requests.
- Recommend and execute policies, procedures, rules, regulations for employees in compliance with WCUK internal rules and Yemen's Labor Law.
- Preparation of monthly salary sheets in coordination with Finance Officer(s).
- Maintain and update the personnel files as per instructions of the Yemen response manager.
B) Person specification – Essential Criteria:
War Child’s office is a lively and fast-paced environment made up of a team of extremely dedicated staff & volunteers. We’re looking for someone who can fit in well and bring their personality, creativity and professionalism to our office and the wider charity.
Skills and experience:
- Graduate of any business-related course
- One to three years' experience in HR and Admin post in an international NGO
- Knowledge of local labour laws
- Proficiency in English and Arabic languages is essential, [reading, writing and speaking]
- Highly sociable and communicative with good verbal and written communication skills, interviewing and analytical skills.
- Must possess good interpersonal, mediation, negotiation and conflict resolution skills.
- Patient and with a good understanding of humanitarian and development work.
- Hardworking and able to work with people from different backgrounds.
- Honest and dependable
- Flexible and can work under pressure.
- Strong ability in the use of Microsoft Office programmes (Word, Excel) and ability to produce clear concise paperwork, records and reports.
Competencies (Soft Skills):
- Strong organizational skills: the ability to be flexible and work well under pressure in a fast-paced team environment.
- Being able to handle multiple demands and obligations and establish priorities.
- Strong communicator: Good communication skills - including listening capacity.
- Innovative: able to learn the lessons, to adapt the program to the realities and best practices.
- Analytical skills: the ability to process the information required to effectively support activities as required by the programs on the ground.
- Commitment to War Child’s policies, procedures, values, and mission.
- Team player: an ability to interact effectively with members of the team, the recipient communities, implemented partners and other partners is necessary.
- Confidentiality, discretion, honesty and integrity in the performance of the work.
•Flexible working arrangements
•30 annual leave per year
•Investment in training and development
•Transportation and Appearance Allowance
•1-1 wellbeing consultations with trained counselors
•Social Security Contribution
•Enhanced Leave Policy
Our work with children to keep them safe is the most important thing we do. We are committed to the safeguarding of children in all areas of our work. Successful applicants will be expected to be compliant and sign up to our Child Safeguarding policy.
- Interested internal candidates are invited to submit a Letter of Motivation and a CV to firstname.lastname@example.org by 11:59 pm on 14.12.2019
- Clearly mention the position you have applied + your Name in the email’s subject
Employment with War Child will be subject to the following checks prior to your start date:
- receipt of three satisfactory references