Secretary and HR Assistant (Female) This job has ended. You cannot apply anymore.

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Human Resources
Posted on 17 Jan, 2022
Closing on 23 Jan, 2022

Job Description

Job title: Secretary and HR Assistant (Female)
Location: Aden
Number: 1
Start date: ASAP
Duration: 06 months (renewable based on performance and fund availability) 
Deadline: 23 January, 2022

About YDN:
Yemeni Development Network for NGOs is a leading non-profit and non-governmental organization operating in Yemen and was established in 2003. YDN was mainly established in response to the urgent need for a specialized entity for building the capacity of the community social organizations, and to ensure their active participation and proper fulfillment of their responsibilities. In 2014, YDN was obliged to utilize its accumulated experiences and sophisticated resources to respond to the devastating humanitarian situation developing as a result of the ongoing conflict. This was interpreted in the provision of life-saving services through the implementation of various humanitarian projects in the most affected areas optimally by including local communities in decision-making and reflecting their opinions, as possible, in the interventions.

Job Purpose:

As Secretary, the main purpose is to:

  • Perform secretarial administrative activities according to the instructions of the supervisor and YDN rules and protocols to ensure efficient administrative support to Aden office staff.

As HR Assistant, the main purpose is to:

  • The HR Assistant is responsible for supporting recruitment, onboarding, national staff /casual contract management, performance management, and time and leave management.

Main Duties and Responsibilities:

As Office Secretary:

  • Write and/or check official letters, reports, and other documents related to YDN Aden office.
  • Arrange and confirm appointments, keep a diary of absences, meetings, and holidays up to date.
  • Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence.
  • Take and prepare minutes of meetings.
  • Manage all incoming /outgoing mail/packages/faxes, ensuring proper registration and delivery to internal or external recipients.
  • Manage office Coffee corner, stationery & Hygiene supplies, and place orders on time to avoid running out of stock.
  • Supervise the printing of copies and binding of documents.
  • Welcome guests, and visitors, ensuring that the reception area is in good, clean condition.
  • Inform supervisors in the case of any incident/problem.
  • Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.

As HR Assistant:

  • Periodically support the orientation of staff on YDN HR Policies and procedures.
  • Maintain oversight on contract periods and initiate discussion on contract reviews with line managers. 
  • Support preparation of pay actions that need approval for payroll implementation including overtime, pay increments, allowances, etc.
  • Communicating with line manager on performance management due dates and ensuring that performance management processes are followed. 
  • Follow up the submission of completed performance management forms and ensure performance goals are set.
  • Updating the performance management tracker and ensuring that all eligible staff has participated in the performance management process.
  • Verification of leave prior to approval and updating the leave tracker for all staff on a weekly basis.
  • Updating the timesheet tracking schedule on a monthly basis and sharing it with the line Manager.
  • Monitor staff attendance by checking records on fingerprint devices and generating weekly records to share with the line manager.
  • Follow up with staff on leave utilization and staff leave plans.
  • Ensure that standard YDN forms are made available to the field staff and that is utilized in the appropriate manner.
  • Ensure updating of all recruitment trackers, service contracts, leave database, timesheet databases, master contract list for all staff, and other ad-hoc reports prepared and consolidated for management use as appropriate.
  • Archiving of all HR personnel files.
  • Assisting with planning and facilitating training

Qualifications And Requirements:

Certifications/Education Required:

1.    University degree is required in a relevant field.

Required Experience and Competencies: 

1.    Experience in the same field is preferable.
2.    Ability of good speaking and writing in English and Arabic.
3.    Strong skills in using Word, Excel, and PowerPoint.
4.    The ability to focus on details.
5.    Team spirit and the ability to communicate and interact with others.
6.    The ability to work independently.
7.    Able to handle work pressures well, and strong communication skills.

How to Apply

How to apply has been removed becuase this job has ended. If this is a special case, please contact us and we will help.

Important Notes / مقترحات هامة

Following the instructions on How to apply will always increase your chances of getting your application looked at.
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تذكر أن تكتب إسم الوظيفة و موقعها في عنوان البريد عندما يكون التقديم عبر الإيميل