HR and Administration Officer At HALO Trust

HR and Administration Officer, HALO Syria

Location – Idlib, Syria

Full Time

Competitive salary

*** Applications to be made in English only ***

About HALO Trust:

The HALO Trust is the world’s largest international humanitarian Mine Action Non-Governmental Organization (NGO). HALO’s mission is to save lives and restore communities affected by Explosive Remnants of War (ERW), including landmines, aircraft and cluster bombs, artillery projectiles, rockets and missiles, and improvised explosive devices (IEDs). Established in Afghanistan in 1988, HALO now employs nearly 10,000 staff across 28 countries and territories.

HALO’s Syria Program:

HALO’s program in Syria was established in 2016 and is coordinated from offices in Amman, Jordan, and Syria. HALO conducts its projects in Syria through national NGO partners and a HALO Field Office in Kelli, Idleb. Current projects in Syria include Explosive Ordnance Disposal (EOD), Non-Technical Survey (NTS), and Explosive Ordnance Risk Education (EORE).

About the role:

The Administrative and Human Resources Officer supports senior management in effectively and efficiently managing and coordinating headquarters tasks.

The Affairs and Human Resources Assistant holds primary responsibility for matters related to human resources and administration within the program. The assistant must be capable of handling multiple tasks, be flexible, possess strong communication skills, and be able to provide valuable consultations and reports to management. They are expected to have a broad understanding of the various activities within the program and should be able to fill in gaps when necessary.

Human Resources

• Develop and implement HR policies and procedures in alignment with organisational goals and local regulations.
• Ensuring all physical and digital HR records are kept up to date and are compliant with national Labor Code regulations as well as HALO Global policies, in-country policies and donor requirements
• Managing recruitment process from start to finish, ensuring compliance throughout with HALO Recruitment policy and national legislation
• Taking daily attendance, and field attendance remotely. Track employee’s leave accurately and report outstanding balance to senior staff on monthly basis
• Monitoring staff sickness and unauthorised 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 any employment contracts and secondment agreements as well as other HR related documentation. Ensure staff personal files are updated, in order 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 pay slips are issued to staff
• Processing leavers’ (including resignation, termination, and end of contracts) and liaise with the finance department for final payments due to exciting employee
• Record disciplinary measures and participate in disciplinary hearings with senior staff
• Assist in identifying training and development needs, and coordinate relevant learning initiatives.
• Training, support, 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 Programme manager and Senior management along with 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.

Administration

• 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 Syria
• Support on any registration, accreditation or compliance matters arising at the local level
• Any other tasks as required

Requirements

• 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 prioritise 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.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and well-being of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.