For our program in Yemen, we are seeking a qualified and highly motivated applicant for [HR/ADMIN ASSISTANT]; the position will be based in MARIB.

Context of the mission

Médecins du Monde (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

MAIN RESPONSIBILITIES 

To assist the Field Coordinator & HR Coordinator in the management of the human resources and other administrative functions of the project in accordance with national and MDM policies and procedures.

TASKS DESCRIPTION

ESSENTIAL DUTIES AND RESPONSIBILITIES

RECRUITMENT 

• Receiving recruitment requisition forms (RRF) from all the departments and bases, ensuring validation of each RRF to start the recruitment processes. 
• Monitoring the job advertisements’ deadlines, assist in collecting CVs, Assist in preparing applicants’ longlists by flirting the received CVs’ for each new hiring and make sure to share the longlists with concerned department, follow up with the hiring managers to receive the shortlists on time.
• Responsible for scheduling written tests, interviews, follow up and contacting the candidates and ensure reaching the nominated candidates.
• Coding written tests, attending interviews, ensuring positive HR participation in all job interviews.
• Assist in create and update national staff HR’s administrative files: personal documents leave documents, etc.
• Assist in drafting and renewing service contracts for local personnel in accordance with local legislation and MDM templates and make them sign after the validations.
• Assist HR Officer in the preparation of employment offers, making sure that all required documents have been provided.
• Assist in conducting new staff orientation, coordinating with MdM Line Managers to organize an orientation package.

ATTENDANCE & LEAVES MONITORING 

• Managing fingerprint attendance system and provides information as required, collect the generated reports from fingerprint and follow up on check in and check out timing for staff in the coordination office.
• Follow up with all supervisors for any unjustified absence and late hours. 
• Summarize daily absenteeism of employees and reports HR Officer excluding the employees who have submitted an approved leave application. 
• Archiving hardcopy of signed daily attendance report (signed by HR assistant & HR officer)
• Responsible for receiving all types of leaves from staff (annual leave, sick leaves, emergency leaves, etc.)
• Responsible to fill the correct and updated leave balance on each leave request form
• Responsible to archive leaves’ forms in proper folders in HR
• Maintain and update all leave records in the database to verify all information in the leave application is correct and approved.
• Receive timesheets on monthly basis and matches with employee fingerprint and leaves 
• Responsible for updating leave tracker on daily and monthly basis and share it with supervisor to ensure that staff annual leaves don’t accumulated and encourage staff to use their deserved annual leaves.

ARCHIVING 

• Assist in maintaining and updating personnel files and keeping them in locked cabinet, verifying HR documentation is complete, signed and dated prior to filing in.
• Archive recruitment documents
• Archive leaves documents 
• Archive income tax and social security documents
• Archive all types of HR correspondence in proper files. 

PAYROLL

• Responsible for distributing pay slips to staff and collected the signed copies.
• Responsible to provide copy of signed pay slips to finance department 
• Assist in providing any required information needed for updating the monthly data salary  

Replacers and Service contracts

• Receiving RRF for replacer, contact and liaise with approved replacers for each position in Marib HFs.
• Follow up with service contract attendance by controlling the fingerprints and time sheets in the HFs
• Responsible for preparing monthly and daily replacers dues, wages, and submit the required supporting documents to Finance department. 

OTHER TASKS

• Follow up on staff ID cards and create email accounts for new hires to ensure having them on time.
• Ensure that the work place, computers other equipment and appropriate software installed and ready for the new employees
• Collect all the required information to involve staff in the medical coverage
• Follow up with Medical insurance IDs with Health Insurance Company

Functional links

Line manager: Field Coordinator.

Line manager: Human Resource Coordinator.

PROFILE REQUIRED:

Qualification: 

• Minimum Bachelor’s degree 
• Diploma in Human resources management 

Experiences : 

• Minimum 2 years of experience in similar role preferably in INGOs.

Competencies;

• Ability to adapt to the context (flexible in performing his/her duties).
• Openness: knowing one’s limits and being capable of seeking information from others (opinion of experts, reference works, etc.).
• Good relations with people, a taste for contact and like to work in a team.
• Good sense of organization is essential
• Excellent planning, prioritization, and implementation skills, and commitment to deliver against agreed deadlines.
• General knowledge of employment local law and practices.
• Punctual and has excellent interpersonal skills.
• Ability to operate under immense pressure.
• Excellent skills in database management and record keeping.
• Able to exhibit a high level of confidentiality.
• Excellent organizational skills.
• Good drafting and report writing skills are required.

Computer requirements:

• Proficiency with the word, excel, and other special software.

Languages:

• Good command of written and spoken English.
• Good Knowledge of the Arabic Language will be an advantage

Availability: 1st January 2022