ABOUT

The HALO Trust is the world’s largest humanitarian demining organization. HALO is a non-governmental, non-political, non-religious organization headquartered in the UK. HALO’s mission is to protect lives and restore the livelihoods of those affected by conflict. We clear landmines and the explosive debris of war so families, communities and countries can recover. 

JOB TITLE: HR & Administrative Officer
LOCATION: Aden
REPORTING TO: Programme Coordinator

MAIN DESCRIPTION

The Admin & HR Officer (AHO) supports senior management in the effective and efficient conduct and coordination of HQ functions. The AHO has primary responsibility for programme HR and administrative matters. The AHO liaises externally with national and local government contacts, as well as with partners within the mine action sector. The AHO must be versatile, flexible, a strong communicator and able to provide good quality input and advice to management. The AHO is expected to have wide understanding of programme activities, and must be able to fill gaps where necessary. 

JOB DESCRIPTION

HR

• Develop and implement HR policies and procedures in alignment with organizational goals and local regulations.
• Ensuring all physical and digital HR records are kept up to date and are compliant with national Labour Code regulations and HALO internal and donor requirements 
• Managing recruitment process from start to finish, ensuring compliance throughout with HALO recruitment policy and national legislation
• Taking daily HQ attendance, and field attendance remotely. Track employee’s leave accurately and report outstanding balance to senior staff on monthly basis
• Monitoring staff sickness and unauthorized absences and reporting any trends to senior management
• Ensuring HALO policies are accurately translated and communicated to staff, and that new recruits receive adequate induction in their contents
• Ensuring prepare and translate employment contracts and secondment agreements and filled, and follow up on any missing documentation 
• Facilitate performance management processes, including evaluations, feedback, and professional development plans.
• Processing monthly payroll accurately on time in coordination with the Finance Department, ensuring all payroll documentation is digitally and physically filed and payslips are issued to staff
• Processing leavers’ exit process (including resignation, termination, and end of contracts) and final payments due
• Record disciplinary measures and participate in disciplinary hearings with senior staff
• Managing the registration and payment process for Social Security preparation.
• Assist in identifying training and development needs, and coordinate relevant learning initiatives.
• Training, support, control and development of teams in the program
• Assist in audits and investigations related to HR practices, policies, and employee relations matters.
• Foster collaboration with various departments to align HR initiatives with organizational goals.
• In consultation with the area Programme manager and Programme coordinator and HQ HR, address staff grievances and disciplinary measures.
• Edit, unify, and develop  TOR for HALO positions following set guidelines, grading profile, and the applicable generic forms, and provide support and guidance to field offices and staff.
• Responsible for managing medical insurance and medical services, including payment processing, new registration, deactivation, and ensuring staff members are reimbursed for claims.

Administrative 

• Managing other HQ administrative staff, including cooks, cleaners
• Managing international staff travel, visa, work permit and residency arrangements
• Managing communications with internal and external stakeholders
• Maintaining internal administrative systems and documentations in line with HALO internal and donor policies
• Preparing and scheduling events and meetings with external parties
• Translating documents and providing live translation from English to Arabic and vice versa during the meetings
• Provide general support for national and international visitors to HALO Yemen
• Conduct and develop effective communication channel with the governmental bodies (e.g. MOPIC, MOSAL)
• Support on any registration, accreditation or compliance matters arising at the local level
• Performing maintenance tasks for the guesthouse (GH) and office
• Handling the payment of utilities for the office and GH
• Creating weekly and monthly purchase orders for the international staff's food and other essential needs
• Managing the administrative cash for the daily needs of the GH and office
• Maintaining an inventory of office supplies and placing orders as needed
• Preparing contracts and processing payments for suppliers such as water, hotel, food, handyman, and cleaner services

REQUIREMENTS – ESSENTIAL

• Bachelor’s degree in business administration, HR or related field
• Minimum two years’ experience within HR and administration
• Advanced spoken and written English
• Excellent communication, interpersonal and analytical skills with high attention to detail.
• Strong computer literacy, with proficiency in Microsoft Office Suite.
• Ability to work effectively with a team in a culturally diverse environment.
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Commitment to HALO’s Values and Standards at all times, in and out of work
• Commitment to HALO’s Global and National Policies, including Safeguarding & Whistleblowing.