Position Request Form

• Job Title: Admin and HR Assistant
• No of position: 1 Position
• Deadline: December 05th, 2024
• Duration: Four Months renewable based on funding availability
• Duty Station: Hajjah 
• Department:  Admin and HR Department
• Reporting to: Admin and HR Manager
• Written Test: Required 

Job Description:

The Admin & HR Assistant job involves providing support in various administrative and human resources functions. The primary responsibilities include assisting with recruitment and selection processes, employee onboarding, maintaining employee records, coordinating training programs, managing HR databases, updating HR policies and procedures, assisting with performance management, and providing general administrative support.

Duties and responsibilities:

• Maintain employee’s personnel records ensuring timely and accurate records.
• Support in maintaining confidential documents related to staff and coordinate to process new hire and exit and termination process paperwork.
• Assist in payroll preparation by providing relevant data, by collecting timesheets and attendance records, absences and leaves.
• Follow up on staff contracts.
• Prepare paperwork for HR policies and procedures.
• Update leave balance of the staff.
• Process employees’ requests and provide relevant information.
• Collaborate with the Recruiter to post job ads on careers pages and process incoming resumes.
• Assist in consultation with the HR officer in some HR functions such as recruitment, onboarding, clearance, trainings and annual appraisals.
• Prepare reports and presentations for internal communications.
• Provide orientations and induction for new employees by sharing onboarding packages and explaining policies.
• Receive incoming calls and direct them to appropriate staff, make outgoing calls for the staff as appropriate.
• Organize and schedule appointments including plan meetings and take detailed minutes.
• Arrange for Workshops and Seminars.
• Provide secretarial support such as typing, takings minutes, drafting letters, and translation of English or Arabic documents etc.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Order office supplies, stationary and generator fuel, research new deals and suppliers.
• Maintain contact lists.
• Liaise with the HR Officer in Monitoring and coordinate timely contract renewals, preparation of ID cards, hiring, notice and termination letters.
• Be responsible on all lease agreement and service contracts and liaise with finance to ensure timely payment of utilities, lease agreements, telephone bills, service contractors, hotel invoices, travel agency invoices, etc.
• Ensure office reception is well managed, organized and attended to, at all times, receiving guests, directing them, as well as receiving and dispatching calls (i.e. seating, visibility, notice board, tidiness, etc.).
• Be familiar with, and able to answer queries on, all aspects of terms of employment, code of conduct and discipline regulations in compliance with staff Onboarding Guide/HR manual and other employee policies.
• Day to day management of the office including direct supervision of cleaners/cooks/janitor, etc.
• Handle any purchases related to the Admin and HR Dept. and arrange with courier service providers for any logistics of packages.
• Travel booking arrangements.
• Provide general support to visitors.
• Any other related duties as assigned by direct supervisor.

Qualifications/Requirements:

• Bachelor degree in Human Resources, Business Administration or any relevant field.
• Commitment, honesty and reliability.
• Proven work experience as an HR and Administrative or office assistant not less than one year in NGO.
• Excellent time management skills and the ability to prioritize work.
• Proficiency in MS Office (MS Excel, MS Word and MS PowerPoint, in particular).
• Knowledge of labor Law and office management systems.
• Excellent written and verbal communication skills.
• Working knowledge of office equipment, like printers and fax machines
• Strong organizational skills with the ability to multi-task.
• Teamwork skills creativity and flexibility.
• Previous experience in working with NGOs.