Area HR and Admin Assistant

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 endeavours 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.

Greening strategy:

ACTED’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each ACTED employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.
• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles
• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

ACTED PSEAH Policy:

HR & Admin Assistant has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The HR & Admin Assistant has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to ACTED’s procedures. The HR & Admin Assistant carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers.

Location: Aleppo Area

Job Purpose

HR & Admin Assistant is responsible of assist implementing HR tasks including administrational activities which includes not limited to (staff management, recruitments, filing, and day to day requirements) under the supervision of Senior HR & Admin officer.

Objectives

• Respect and Follow Up ACTED’s HR Procedures and Manuals.
• Archiving and documentation.
• Produce HR information in line with ACTED Templates.
• Follow up the recruitment processes for basic level of positions

Duties and Responsibilities:

Human Resources

1. Carry out procedures related to local HR practices & Activities.
2. Follow up of staff leaves & Attendance, provide necessary forms for staff and review the whole process and leave balances for Area offices, while needed.
3. Follow up of ACTED HR standards templates in line with ACTED HR Manual/policies and answer employees questions and provide requested information.
4. Follow up exits documents for national and international staff.

National Staff Recruitments:

1. Schedule interviews/tests and coordinate hiring process steps and calendar activities
2. Ensure to check successful candidate “Reference Check” prior to offer the position
3. Ensure to collect all necessary documents of applicants as indicated in ACTED HR regulations.
4. Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.)
5. Tracking new employee’s orientation, on boarding, welcome package, and ensure provide them with ACTED mandatory trainings.

Personal Folders / Filing:

1. Ensure that personnel files are kept up to date and deadlines respected (annual performance reviews, contract amendments…)
2. Ensure that the personal folder database have been updated on regular basis such as (new hires, terminations, leaves, warnings, etc.)

Administration

1. Prepare all Administrative documents when requested/required
2. Ensure compliance of ACTED to legal requirements of the Capital, and closely follow up with the field level.

* Employee may be required to perform other Job related duties as assigned by supervisor.

* This TOR is subject to change by the employer as the organizational needs and requirements of the job change.

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
• % of employee engagement and satisfaction index

QUALIFICATIONS

• Diploma degree, University degree is préférable.
• Minimum Two years of experience working in a similar position in I/NGO.
• Payroll , Homere , recruitment expérience is préférable
• Able to work in Aleppo or relocate to it with field visit to Idleb
• Excellent Arabic speaking, reading & writing,
• Good command 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.