Position:  HR & Admin Assistant
Location: Sanaa
Reports to: Head of finance and Administration
Duration: Till December 31, 2022. Renewable based on fund availability and performance. 

ABOUT Action For Humanity :

Action For Humanity is a humanitarian and development non-profit agency that provides emergency relief, rehabilitation, and development assistance to communities worldwide. AFH partners with communities in fragile settings to save lives and build resilience, dignity, and long-term well-being. All communities in fragile settings can achieve long-term well-being.

POSITION SUMMARY:

The HR & Admin Assistant will be responsible for providing HR & Admin support in general project implementation and management day-to-day activities. He/ She will provide comprehensive administrative support in recruitment, staff relations, personnel administration, compensation & benefit, office and guest house management. the HR & Admin Assistant carries out his/her functions under the direct supervision of the HR & Admin Officer.

MAIN DUTIES AND RESPONSIBILITIES: 

HR Duties & Responsibilities:

• Update, scan and file (hard and soft) all personal documents and keep all in a locked cabinet based on Human Resources Filing Guidance.
• Audit the HR documents and communicate with the related department to complete them.
• Follow-up with staff attendance/timesheet/leave records on a daily basis and to prepare summary report of attendance to be submitted to County Office each month;
• Ensure proper filing of HR documents as per the AFH standard
• Follow up with staff medical insurance issues
• Update the employee data base regularly.
• Assist  in  recruitment  process  such  as;  vacancy advertisement, contact  short  list  candidates,  inform  recruitment committee and security about the date and time, print the required documents…….etc.
• Check the references of the selected candidate and complete the terrorist check form for him/her.
• Issue the offer of employment for the selected candidate.
• Prepare and follow up the orientation for all staff.
• Make sure of completing the documents required from the new recruited staff.
• Update data base for all the service contract staff, Volunteers and casuals in monthly basis and send it at the end of them month.
• Prepare and support on payroll. Check staff attendance when received.
• In agreement with the line manager, establish and maintain filing systems as appropriate.
• Do the proper follow up of issuing medical insurance and RI IDs for the staff in coordination with the line manager.
• Any other tasks requested by the direct supervisor.

Admin Duties and Responsibilities:

• Make sure of the availability of stationary and other required things for the office.
• Make sure that the office and guesthouse are fully equipped with furniture, assets and follow up the maintenance.
• Ensure that the cleaning materials, caterings and water are available and properly managed.
• Supervise the cleaners to ensure all offices, guest house and other facilities are properly cleaned.
• Prepare PRs and service requests for all administrative needs.
• Act as a focal point for all the arrangements of travel and coordinate with other departments like operations, finance and security.
• Make the necessary arrangements for all meetings   including   minutes’ preparation, documentation and follow up the outcomes of meetings to be implemented.
• Be responsible for organizing AFH events such as seminars, meetings and workshops.
• Assist on the process of visa, work permit and other travel documents for staff traveling or arriving from abroad
• Follow up the payment for all utilities such as internet, telephone, electricity, water … etc
• Any other tasks assigned by the direct supervisor.

QUALIFICATIONS AND REQUIREMENTS:

• Hold BA degree in Business Administration, English, or any related field.
• At least one year of experience in HR/ Administration. Experience with INGOs is an advantage.
• Very good in English speaking/writing.
• Knowledge of office management systems and procedures.
• Ability to multi-task and priorities work.
• Attention to details.
• Very good computer and communication skills.
• Well organized and committed to the work.