Ended HR & Admin Assistant (Female Only)

The Job

JOB TITLE: HR & Admin Assistant / Female Only

LOCATION: Aden

REPORTING TO: HR Officer

OVERALL PURPOSE

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care.

PROJECT OVERVIEW

Medair has established a office in Aden. Planned initial integrated responses include provision of primary health care, nutrition and WASH, with a particular focus on children and mothers

 FUNCTIONAL LINKS

INTERNAL

HR Officer, Project Support Manager, Project Coordinator, Project Manager, NRS,

EXTERNAL

Other NGO, different local authority actors, Labour Office, Tax Office

 Responsibilities:

GENERAL TASKS

  • Uphold the humanitarian principles of humanity, neutrality, impartiality, and independence
  • Respect the Medair values at all times, both within and outside of working hours
  • Know, understand, and comply with Medair internal policies and procedures
  • Follow the Medair Security Plan and Policies at all times
  • Adhere to Medair Nationally Recruited Staff (NRS) handbook

DAY-TO-DAY TASKS

HR

  • Assist the HR Officer in administrative and legal tasks for Medair staff, daily workers, and incentive staff
  • Assist the HR Officer in opening HR files for new employee’s and filing all required employee information (file opening and formal documentation archiving, personal data updating, amendments, termination dates, supervision, etc.) in order to ensure legal compliance
  • Assist the HR Officer to draw up annual holiday planning in order to schedule staff shifts and cover operational needs
  • Assist the HR Officer in updating Job Descriptions, and that all Medair staff have signed and understood it
  • Prepare the long lists and update the staff files with all needed documents
  • Prepare and archive formal certificates and other HR documents when needed in order to facilitate hiring processes
  • Assist the HR Officer in briefing new employees on Code of Ethics and all policies in order to facilitate on boarding processes to newly recruited staff
  • Assist the HR officer or Project Support Manager in following-up disciplinary measures and court cases in order to protect Medair interests and to ensure legal compliance.
  • Responsible for updating leaves, creating staff files, updating staff info/data on a regular basis.
  • Assist the HR Officer that all HR and administrative information is available to staff (posting, meetings, answering all related questions etc.) in order to facilitate staff integration.
  • Translate HR-policies, Job Descriptions, contracts etc. into Arabic language

Admin

  • If needed, prepare correspondence with local authorities (i.e. tax offices, ministry of labor)
  • Assist the HR officer in supervising accommodation facilities.
  • Follow up all expiring rental contract dates and inform the HR Manager or Logistic Manager in order to leave enough time to arrange a renewal or look for some other alternative.
  • Support the Line Manager in translating documents. Assists in meetings upon request.
  • Ensure Medair premises are in order to ensure working conditions are in conformity with legal requirements.
  • Assist HR, Finance and Logistics with general administration and office tasks
  • Assist the Project Support Manager in booking UNHAs flights

QUALITY MANAGEMENT

  • Promote and use the Medair Box and other operating procedures, ensuring that all standardised formats are used and guidelines are followed

Role Qualifications:

 

Required

Desirable

VOCATIONAL QUALIFICATION

Bachelor’s degree in a HR related role

Master’s degree in HR related field

WORK EXPERIENCE

2 years’ experience in a HR related position

1-year NGO experience

 

LANGUAGES

Excellent English, local language

Ability to translate between written Arabic and English

 

IT

Computer literate with good working knowledge of Microsoft Excel, Word and Outlook

 

Role Competencies:

 

Required

Desirable

MOTIVATION

Passionate about working in the humanitarian sector

Enjoys a challenge and works hard to achieve objectives

Solution-oriented approach Able to work independently

Good understanding of humanitarian issues

Compassionate, self-motivated, energetic, autonomous

TEAM-BUILDING

Team-player with good inter-personal skills

Willing to support others and think beyond own objectives

Previous experience of working in a multi- cultural team

Encouraging, supportive

ADAPTABILITY

Capacity to manage personal stress levels Creative, open-minded, flexible, self-learner Diplomatic and sensitive to humanitarian issues Can prioritise work to meet deadlines

Willing to adapt to different needs of the programme

Previous team experience and knowledge of team dynamics

TECHNICAL QUALIFICATION

Competent with administrative tasks

Commitment to best practice

Quick learner with practical, precise approach Attention to detail

Good report writing skills 

MANAGEMENT & LEADERSHIP

Strong organisational and time management skills

Coaching and training skills

Empowering, accountable, mature, problem solver

Good understanding of humanitarian work

WORK CONDITIONS

Position will be based in the Medair Aden Office, with field trips outside the city/town, within Aden and other Governorates. The candidate will need to be flexible on time depending on the project needs.

Working hours will be 08:00 to 16:30 with 30 minutes for lunch.

SALARY: According to Medair standard salary scale

JOB COMMITMENT

TYPE OF CONTRACT: Fixed Term Contract, full time

PLANNED START DATE: 15 April 2020

DURATION OF COMMITMENT: 31 December 2020

How to Apply

If you believe that you have the qualifications and skills, please send a one-page cover letter and a CV in English as well as relevant diploma and other certificates by email no later than 29 March 2020 to:

aden-recruitment@medair.org

The subject of the email should be heading HR & Admin Assistant and your full name.

Only applications respecting these criteria will be considered. Do not apply unless you meet minimum application requirements or you will not be considered.

This position is open for men and women, including persons living with disabilities! Medair reserve the right to close the recruitment before the date indicated.

Only short-listed candidates will be contacted.

  • Employer: MEDAIR
  • Category: Human Resources
  • Location: Aden
  • Posted on: 18 March 2020
  • Deadline: 29 March 2020

TOP