Terms of Reference

Area Administration/Human Resources Officer (Field)**

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: Jarablus

Start Date: 01/03/2022

Job Purpose

The HR/Admin Officer is responsible for preparing and following on all matters related to administration and human resources concerning the staff working in the {Area}, {Base/Country}; including but not limited to contracts’ management, leave management, payroll preparation, premises, in line with ACTED guideline. The Area HR/Admin Officer shall be in charge of managing his/her staff and ensuring that the department meets its objectives.

Chain of Command

Under the authority of:

§ Under the direct supervision of Sub Area Coordinator and the Deputy Area Coordinator.

§ Under the overall technical supervision of the Sr. HRO.

Line Management:

§ HR/ Admin Assistants

§ Office Helper

§ Cleaner

Working Relations

Internal:

- Area / HUB Coordination

- Area / HUB FLATS team

- Area / HUB Program and AME teams.

  • Area / HUB REACH - IMPACT

External:

- Local Authorities

  • ACTED Partners

Landlords

Objectives

  1. Build and maintain relationships, Inculcates a sense of team spirit, teamwork and inter-team collaboration;
  2. HR internal regulation implementation, awareness sessions, onboarding & orientations for current and new hires;
  3. Enhance staff capacity building and trainings through internal or external resources;

Duties and Responsibilities

I. Administration Management

The Area HR/Admin Officer is responsible for the following tasks.

Draft, circulate and follow up on the following documents:

· Drafting the administrative letters;

· Internal notes, regulations, memos etc;

· Official letters/documents concerning issues with governmental offices, NGOs and other stakeholders.

· Ensure the compliance of ACTED’s procedures with the legal requirements of the country and ACTED management, notably regarding local procedures and regulations;

· Management of ACTED’s premises; including the management of the lease (renewal of rental contract; etc.), the communication with the landlords, , organisation of the premises (office and guesthouse accommodation).

· Ensure an adequate provision of office supplies according to the ACTED Logistic Manual (preparation of Order Forms, etc.) and the accurate distribution of these items so as to ensure cost efficiency;

· Follow up the office supply stock, in coordination with Logistics and as per ACTED’s guidelines;

· Maintain and check the Administrative filling system; which include the filling of all administrative documents.

· Share the authorized signatory table on a monthly basis with the capital offices and concerned departments.

II. Human Resources Management

· Inform the staff of the public holidays in a timely manner.

· Leave management supervision of the area, including a regular spot checks of the attendance and the leave follow-up tracker.

· Inform and raise any observed breach of ACTED regulations that could lead to disciplinary actions as per ACTED HR Manual;

· Follow up on the appraisal system: guiding line managers throughout this process, following up on the timely submission of appraisals, reviewing of the recommendation, following on the final recommendations and forms. staff appraisal forms with relevant department managers;

· Prepare standard as well as project specific organigrams.

· Ensure all staff have comprehensive terms of references;

· Ensure the use of ACTED HR standard templates, in line with ACTED HR Manual/internal regulations

· Monthly reporting to the Sr. HRO; notably in terms of attendance and contract follow up, so as to ensure an efficient payroll system.

III. Recruitment

· Assist the recruitment team at HUB/Capital with vacancies adv. internally and externally.

· Ensure the collection of all required documents of applicants, as indicated in the ACTED HR Manual;

· Assisting the recruitment team at HUB/Capital with conducting references (“Reference Check”);

· Interviews / test arrangements whenever needed.

· Collect all information required for personal folder (ID card, photos, “recruitment package” etc.),

· Drafting contracts in line with ACTED’s templates and follow up on any renewal, amendment, resignation or termination as per HUB HR team requests.

· Arrange new staff inductions and are made aware of their rights and obligations.

· Sharing welcoming emails for those new joiners.

· Support the HUB / Country HR team with the daily worker’s recruitment when needed.

IV. Filing

The Area HR/Admin Officer shall be in charge of an accurate and efficient filling system, in line with ACTED’s requirements; in hard and soft copy. S/he shall also be in charge of the documentation flow between Area – bases - HUB offices is properly conducted.

§ Ensure and check the new staff personal folders form the joining date;

§ Ensure confidentiality of personal folders;

§ Make sure the server is up to date with all HR and Administration documents and files;

V. Internal & External Training

  • Ensure / arrange and follow-up on new joiners’ inductions and orientations, in addition to the mandatory ACTED PSEA and Safety trainings are conducted properly;

  • Liaise with sub area coordination and head of departments to conduct an internal trainings and sharing knowledge sessions;

  • Support within providing external trainings;

  • Ensure to collect the needed HR trainings documents for the internal and external trainings;

Key Performance Indicators

· % success rate of inductions and orientation;

· % of finalizing the payroll and HR reports/sheets in a timely manner;

· % of HR/Admin tasks errors and findings (according to line manager);

· % success rate of server readiness;

· Number external trainings;

QUALIFICATIONS

· Diploma or Bachelor’s degree in HR management or a related field is preferred

· Fair English and Fluent Arabic (written and spoken);

· Excellent writing and communication skills;

· At least 2 years work experience preferably an INGO experience;

· Ability to work under pressure in a high-pace environment;

· Good organisational and prioritisation skills;

· Proficiency in Microsoft Office, Microsoft Excel and Publisher;

· Strong interpersonal skills

· Strong analytical skills

This vacancy is archived.

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