Senior HR Officer-SHRO (Vacancy Reference Number-VRN: SHO-AD-26-002)

• BASE LOCATION: Aden with support/travel across Yemen. 
• REPORTING TO: Operations Manager       
• LINE MANAGEMENT RESPONSIBILITIES: As per organization needs.

JOB PURPOSE: 

Under the direct supervision of the Operations Manager, the Senior Human Resources Officer-SHRO will lead and perform a variety of HR activities, including employee relations, recruitment, benefits management, orientation, policies and regulations, and administration of personnel systems. The SHRO, in collaboration with the project staff, is responsible for recruitment activities covering both technical and administrative staff appointments. The SHRO serves as a lead resource person with respect to Islamic Relief/Donor HR regulations. Under the direct supervision of the operations manager, S/he is aware of and adheres to organization’s standards in all activities and is responsible for raising the awareness of staff regarding policies/regulations. He/she will be responsible for ensuring that the actions/processes/outputs meet Islamic Relief/Donor policies & procedures and statutory requirements.
Duties and Responsibilities:

Staff Hiring and Personnel files maintenance.

As per Islamic Relief HR related policies, procedures and documentation requirements;

• Lead and undertake all steps for hiring staff. This is from assisting and reviewing job descriptions/advertising to issuing the contracts, planning and completing the staff onboarding process.
• Lead and plan in maintaining update to date and accurate personnel files.
• Serving as a lead focal person for ensuring complete compliance relating to all HR processes/decisions.
• Maintenance and administration of online HR systems, such as the HRIS, ensuring that employee information remains accurate and up to date.
• Responsible for maintaining and managing the GSD (Global Screening Database).
• Supervise all HR staff in HR department.

Payroll and social security processing 

• Work closely with the finance department and prepare the payroll for Yemen, ensuring compliance with relevant tax laws and regulations.
• Serve as a lead person to validate social security-SS contributions and benefits for employees, ensuring accurate reporting and compliance with social security regulations.
• Calculate and prepare the exit clearance for departing employees including outstanding salaries, and settlements in adherence to policies and legal requirements.
• Prepare the breakdown for social security payments. 
• Fill out the Social Security contribution forms accurately and obtain all signatures and stamps before submitting them to the SS authority.
• Be a lead focal person to follow up with the Social Security Authority regarding linking the enrollment to the employees’ account
• As HR lead, take initiative for addressing any deficiencies or discrepancies in social security forms promptly to maintain accurate records and compliance with regulations.
• Notify employees about the termination or expiration of their contracts in advance. Prepare official letters to the relevant staff, authority in labor office and social security when required.
• Prepare salary checks for contract renewals according to the information received from Budget Holders. 
• Prepare the national staff offers, employment contracts and amendments in accordance with legal requirements and available templates.
• Follow up on contracts extensions with relevant project manager/head of sectors.
• Manage the cross-charging processes in coordination with finance department and budget holders.
• Develop, strengthen and lead the timesheet management, collection and reporting system.
• Monitor and review employee loan records, ensuring timely repayments, accurate documentation, and compliance with loan policy
• Track and record employee attendance, absences, unpaid leaves, and resignations to maintain accurate records for payroll processing.
• Ensure that all staff are included in the AX/financial/HRIS system accurately and update any relevant data when required.
• Distribute monthly detailed pay slips to employees electronically, providing transparent breakdowns of salary components and deductions.
• Leading of any and all steps for processing and obtaining approval for payroll.
• In consultation with the supervisor, lead and collaborate with auditors to fulfill audit requirements by providing necessary documentation, responding to inquiries, and addressing audit findings promptly to ensure compliance with audit standards.
• Tracking exit staff, maintaining records of departing employees, tracking their exit processes and collect necessary documentation such as IRY ID and medical cards 
• Updating admin department on the list of the communication allowance on monthly bases for all leavers.
• Preparing required data and documents by authorities. Compile necessary documentation and information and ensure its accurate and submitted on time. 
• Providing updated staffing list with relevant information and staffing cost for budget holders 
• Maintaining all payroll records organized and confidential. 
• Provide required reports and analysis for benchmarking activities.  

Health and life Insurance 

• Lead and be a focal person for enrolling new employees in life and health insurance plans as per IRY policies, ensuring comprehensive coverage for all staff members and follow up with all related issues  
• Lead and manage health insurance payments by processing incoming and outgoing invoices accurately, ensuring timely settlements with insurance providers.
• Signing off as HR lead on all the life/health insurance payments by reviewing and processing incoming and outgoing invoices efficiently and maintaining financial records for insurance coverage.
• Plan, develop and maintain a comprehensive database of health and life insurance information including coverage details, premium payments, claims history, and employee records for effective management of insurance benefits.
• Preparing the PRs and a statement of the amount of the premium paid to the insurance companies based on the signed agreement 
• While keeping the Operations Manager in loop, coordinating to receive additional and refund invoices periodically and review it before submission to finance 
• Acting as a lead for suspending insurance cards for employees whose contracts end or if one of the cards is lost to coordinate and issue replacement cards. To coordinate officially with the staff for the relevant deductions 
• In consultation with the operations manager, leading collaboration (on HR matters) with auditors to fulfill audit requirements by providing necessary documentation, responding to inquiries, and addressing audit findings promptly to ensure compliance with audit standards.

Well-being 

• Design and implement well-being and mental health programs and initiatives aimed at enhancing physical, mental, and emotional health. Coordinate with staff, head of offices and relevant sectors, obtaining administrative, security approvals and budget availability - following up on the implementation of activities such as social events in all offices 
• Lead and advise the management, and other departments to integrate well-being into organizational culture and policies
• Educate employees on health-related topics such as nutrition, exercise, stress management, and disease prevention.
• Lead/conduct workshops, seminars, and health screenings to promote healthy lifestyles
• Provide resources and support for mental health issues, including counseling referrals, stress management techniques, and awareness campaigns.
• Lead, manage or coordinate with the well-being consultants/external providers to assist employees facing personal issues affecting their well-being or work performance to promote a positive and supportive work culture that prioritizes employee well-being and work-life balance
• With direct consultation with the operations manager, lead the coordination efforts with external providers and ensure confidentiality for those seeking assistance
• Collect and analyze well-being-related data to evaluate program effectiveness and identify areas for improvement.
• Communicate well-being initiatives, policies, and resources through various channels to ensure awareness and participation.
• Stay updated on relevant policies, regulations, and best practices related to employee health and well-being.
• Assist in developing and implementing policies that promote a safe and healthy work environment.

Work force Performance and Planning.

• Lead and advise the management with current and future staff needs.
• Lead the planning, developing and maintaining accurate and updated leaves balances.
• Lead and plan for staff trainings needs and advocate for the required resources.
• Lead, the planning, managing and administering of the performance appraisal process.
• As a HR lead, advise the management in addressing general HR issues internally and advising management on HR related issues in the courts/authorities.

Documentation and reporting

• Plan, develop and manage databases for staff compensation and well-being 
• Lead and support any audit requirements.
• Develop a system and ensure proper filing system for hard and soft copies.
• Lead and report as per the requirements of law & regulations, and organization/donor needs.
• Any other tasks assigned by the supervisor.

Compliance and confidentiality

• Ensure that systems are in place so that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with organization policies and standard operating procedures.
• Systems are in place to ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and organization policies and procedures. 
• Overall monitor and ensure compliance.
• The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization and the donor.
• Maintain extreme confidentiality as required by the laws & regulations and organization/donor requirements.

Person Specification

It is essential that the post holder shows a good understanding and sympathy with the Islamic values and principles as well as commitment to Islamic Relief Worldwide’s vision and mission.

A) Education/Training 

• Required: Masters (preferred) Bachelor's degree in HR, business administration. or related fields.

B) Experience  

• Required: for Masters, more than 5 years of experience in Human Resources. Or for graduate, more than 8 years of progressive experience in Human Resources department.
• Desired: at least three years of experience working with INGOs.

C) Competencies

Skills: 

• Leadership and management.
• Ability to work and handle tasks independently without close supervision.
• Planning and initiative skills.
• Excellent communication and interpersonal skills.
• An ability to work under pressure with limited support
• Teamwork skills.
• Ability to work as a mentor.
• Essential computer literacy (Word, Excel, and Internet)
• High integrity and the ability to work with confidential information.
• The ability to multi-task and deal with sensitive issues with diplomacy and discretion  

Knowledge:

• In depth knowledge of Yemen labor laws as well as other related laws.
• Excellent comprehension and command on written and spoken English and Arabic languages.

Other Competencies

Core Values (Required):

• Commitment
• Diversity and Inclusion
• Integrity

Core Competencies (Required):

• Communication
• Working with People
• Drive for Results

Functional Competencies (Required):

• Planning and Organizing

Safeguarding 

• Understanding of and commitment to safeguarding, child safety and protection from sexual abuse and exploitation principles.
• Problem Solving (Thinking Environment)
• Ability to deal with a complex situation and solve issues and problems 

D) Contacts/Key Relationships  

• The employee will work closely with all staff.

Working Conditions and Level of Travel Required 

• This position will be based in Aden with travel requirements as per organization needs.