Muslim Hands is an international relief and development non-government organization established in 1993. The organization is currently working in 52 countries. Muslim Hands works both directly and with partners to carry out short- and long-term projects in education, health livelihoods, WASH and emergency relief. 

This an exciting time to join an international NGO with over 26 years’ experience across 52 countries. Muslim Hands Yemen is undergoing new and positive changes. We are building on the capacity of the office, looking to implement new and innovative projects alongside opening new fundraising channels. This role is seen as pivotal to the long-term vision for Muslim Hands Yemen. 

Position: Admin / HR Officer 

Reports to: Operations Manager 

Location: Aden – essential travel is required to other areas of Yemen

Contract Type: FT (four months with possibility of extension.)

MAIN RESPONSIBILITIES:

Recruitment 

• Coordinate full-cycle recruitment process as per MH Recruitment Policies.
• Maintain all documentation pertaining to Recruitment.
• Expand the capacity of hiring managers and new HR or Recruitment staff to identify talent via improved interview skills & ability to specify critical needs.

Office Administration

• Custodian of service contract processes including reviewing TOR form, contract preparation and tracking after receiving approved requests with all supporting documents.
• Focal point of hotel accommodations for national staff in Aden in compliance of booking policy.
• Overall management of stationary supplies including refilling the stock and inventory tracking.
• prepare communicate allowances for the monthly payment.
• Responsible for all Admin payments including Yemen HR advertisement, hotel, medical insurance payments, commercial flights and service contract payments on monthly basis.
• Participate in organizing meetings, workshops and others

Operations support (Finance & Logistic)

• Support the country program in raising PRs requesting goods for office and guest house use.
• Communicate proactively with Logistic department during raising PRs for guidance on procurement processes and sources of goods.
• Follow up with Logistic till the goods of the PRs are received to the warehouse and HR & Admin Assistant raise the store release for distribution.
• Collaboratively follow up payments with Finance to completion and ensure suppliers having been notified.

Contracts & Filing Management:

• Maintain an oversight on serves contract periods & initiates communication on extension review through line managers.
• Focal point for serves contract payroll, and keep all available documents for payroll processing.
• Ensure that signed paper documents and staff files are filed and archived in compliance with MH policies.
• Responsible for updating file checklist tracker upon filing new documents in staff file.

Leave/Timesheet management:

• Verification of leave prior to approval and updating the leave tracker for all staff on a weekly basis.
• Send monthly timesheet communication and receive approved timesheets/leaves for all staff.
• Receiving accurate timesheets and supporting documents from all staff.
• Generate on a monthly basis from finger/faceprint system relevant report on staff attendance.

Reporting and Database management:

• Ensure updating of leave & timesheet databases tracker 
• Ensure weekly, monthly reports are prepared & consolidated for supervisor usage

Staff Management:

• Direct supervision of Secretary and cleaner to ensure duties are performed satisfactorily.
• Ensure timely performance objectives submission of Admin team and carry out objective setting & evaluation process.
• Assist on Exit Management process

Compensation and benefits: 

• Ensure timely, efficient, and accurate payroll.
• Ensure proper & timely managing of Staff Benefits including updating tracking database for med-insurance & other applicable benefits. 

Reports:

• Ensure all relevant trackers are updated regularly, including leave trackers, timesheet database, and staff master list, recruitment trackers. 

What we are looking for in candidates:

• Bachelor’s degree in fields related to HR, Administration and Management, or any other related field;
• 2-3 Previous work experience in HR, travel arrangements, customer service;
• Excellent verbal and written communication skills;
• Excellent command of English language;
• Excellent organizational, interpersonal and communication skills.
• Superior attention to detail;
• Ability to travel inside and outside of Yemen.
• Proficiency with computers programmes, excel, word, spread sheets. 
• Previous experience of working with an INGO