Area HR/Admin Assistant – Jarablus at ACTED

Terms of Reference

Area HR/Admin Assistant**

About ACTED

ACTED is committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. The commitment of ACTED and that if our teams is guided by 4 core values: (1) Responsibility: we ensure the efficient and responsible delivery of humanitarian aid with the means and the resources that have been entrusted to us. (2) Impact: we are committed to having the most sustainable impact for the communities and the people with whom we engage. (3) Enterprising-spirit: we are enterprising and engage in our work with a spirit that creates value and overcomes challenges. (4) Inspiration: we strive to inspire all those around us through our vision, values, approaches, choices, practice, actions and advocacy.

Location: Jarabulus –Aleppo – Syria

Start Date: 15^th December 2021

Job Purpose

The HR Assistant works under the direct supervision of the HR Officer/SAC and is responsible for supporting the HR operations according to standardized HR Manual guidelines. In addition, the HR assistant is also responsible for providing assistance to the HR Officer in his/her duties, such as recruitment, Titanic preparation, and enumerator follow-up.

Chain of Command

Under the authority of:

Admin/HR Officer

Sub Area Coordinator

Working Relations

Internal:

All

External:

Referees

Objectives

Under the supervision of Finance HR/Admin Officer, she will help in:

ADMINISTRATION, HUMAN RESOURCES, TITANIC FOLLOW UP, RECRUITMENT and FILING.

Duties and Responsibilities:

ADMINISTRATION:

· Assist Admin/HR Officer in order to make sure that all Admin FLAT procedures are implemented and followed regularly.

· Ensure ACTED HR rules, regulations and procedures as described in the HR Manual are in place

· Responsible to update the contract list and share it with the team on a monthly basis

HUMAN RESOURCES:

· Follow up on national staff leaves and update it to the leave follow up tracker, share it with head of departments on a monthly basis.

· Follow up of staff Appraisal forms and assist the HR Officer in categorizing and filing it accordingly as per HR Manual.

· Ensure all staff are aware of modifications to the HR Manual and have all signed Code of Conduct

· Update the contact list in monthly basis, and ensure to share it with all staff

TITANIC FOLLOW UP:

· Upload and save all the HR documents to the network server on monthly basis for FLAT to review in order to be able to approve the monthly HR Titanic at country level.

· Assist HR Officer in order to make sure the HR FLAT procedures are implemented and following regularly.

· Collecting of necessary paper for service contract staff (attendance sheet, ID, etc) and prepare the service contract/titanic on a monthly basis.

RECRUITMENT

· Arrange for test & interviews

· Support HR recruiters in conducting reference checks

· Share new advertisement internally and externally according to ACTED procedures

· Responsible for onboarding arrangements (collect new joiner’s documents, sign contract, sing ACTED required documents, arrange inductions, etc)

FILING:

· Assist the HR officer to update all related HR/admin documents on server regularly

· Print and scan documents and upload it into server

· Ensure that all staff have personal folders complete and contain (contract, CV, Staff History, Job Application form, Leave forms, certificates, diploma and other required documents).

· Ensuring all parts of the recruitment process (interview grid, selection, long-list etc) are fully documented and filed accordingly.

Any other tasks assigned by the Senior HR Office & HR Officer.

Key Performance Indicators

· % Success rate of inductions and orientations

· % Of set up the filling system and success of organizing server

· % Of finalizing the HR/Administrative reports in timely manner

· % Of assisting in payroll system

QUALIFICATIONS

· College degree as minimum (Diploma or Bachelor’s degree in law, business administration, finance or any related field).

· Minimum of one year experience in general, preferable working in a similar field.

· NGOs/INGOs experience is preferable

· Preferable having basics of English (speaking, reading, writing).

· Good command of Microsoft office suite (i.e. word, excel, PowerPoint).

· Able to multitask, prioritize, and manage time efficiently.

· Flexible, and have the ability to cope with stressful situations.

· Excellent verbal and written communication skills.

· Strong interpersonal communication skills.

Approved by: Received by:

* **Female Candidates are encouraged to apply ***