JOB TITLE:  HR & Admin Officer
LOCATION: Sana`a    
Organization: International Medical Corps.
REPORTING MANAGER: Sr.HR & Admin Officer
EFFECTIVE DATE:  01 March 2023

JOB SUMMARY 

[The main responsibility of this position is to support in recruitment and staffing, personnel files archiving, management of staff leaves and time and expense technical support and provide administrative support to the HR & Admin Department.

MAIN TASKS AND RESPONSABILITIES

Payroll report:

• Send the payroll report update with the supporting documents for processing on monthly basis. 
• Follow up with Sana’a staff to sign the monthly pays lips and submit them to Finance department.
• In coordination with HR field team, collect the field staff pays lips on monthly basis.
• Fill out the social security application forms on monthly basis.
• Responsible to process and generate monthly payroll action reports to the payroll system and ensure proper follow up with Finance Department on related payments (salary transfer and final payments) and deductions on monthly basis.
• Process tax and social security payments and other related issues with both authorities

MAST training:

• Follow up with new staff to complete his/her MAST Training within the first 30 calendar days of her/his arrival.
• Collect, review and track MAST Training report for All IMC offices and share it with Sr. HR Officer.

Recruitment and Selection:

• Coordinate recruitment process for new position. 
• Participate in the interview process with the recruitment panel and ensure evidence-based hiring decisions.
• Ensure the collection of recruitment related documents from the hiring panel.
• Provide advice and support to the hiring managers on recruitment policies and processes. 
• Ensure the recruitment practices are compliant with the recruitment policies, procedures, and legal requirements. 
• Prepare recruitment tracker for Sana’a office on weekly basis.

Personnel Files and Archiving

• Ensure personnel files are completed and kept in the HR Department.
• As required ensure that all approved HR policies, procedures, checklist are available to staff and disseminate accordingly. 
• Maintain employee-related databases for all Sana’a staff.

Staff fingerprint attendance and Staff IDs:

• Monitor and track the daily staff attendance of CO and prepare weekly attendance sheet report including regular follow up any related attendance issues.
• Prepare IMC employment IDs for Sana’a and other field offices national and international staff.

ON BOARDING AND OFF BOARDING

• Manage full candidate journey to ensure a positive experience for all applicants to IMC. 
• Coordinate orientation activities, address any issue and share feedback with line manager & HR/Admin Manager.

Time and Expenses System:

• Administrative management of T&E through adding all kind of leaves (sick leave - compensatory leave - maternity leave - paternity leave - bereavement leave and emergency leave).
• Follow-up on the employee monthly time sheet status and submission and ensure that all timesheets are signed and submitted on timely basis.
• Focal point to solve all technical problems faced by employees in the T&E system on time.

MINIMUM REQUIREMENTS

• University degree preferably in business administration.
• Relevant HR management experience. 
• At least two years INGO experience preferred.
• Excellent computer skills, Microsoft Office Suite and Microsoft Windows OS.
• Excellent written and spoken English.
• High integrity and the ability to work with confidential information.
• The ability to multi-task and deal with sensitive issues with diplomacy and discretion

Additional Information

Travel Required: % of Time

Scope (Financial / Non-Financial): Financial

Key Contacts (Internal and External): Internal and External

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. 

Equal Opportunities  

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document. 

Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review