Background:
CARE seeks a world of hope, inclusion and social justice, where poverty has been overcome and all people live in dignity and security. CARE provides cross-border humanitarian assistance in Syria, and refugee assistance within southern Turkey to people affected by the Syrian crisis. In response to CARE increased Syrian response cross-border humanitarian works the program is now endeavoring to undertake an inside NW Syria direct implementation to address humanitarian needs, enhance the quality of our programming and maximum response capacity and support to CARE’s partners. We are looking for a bright, dynamic, innovative and resourceful person to join the Area office in the capacity of Human Resource Assistant to be based in Jarablus, northern Aleppo, Syria
Job Summary
The Area Human Resource Assistant will be part of the Area office team and report directly to the Area Human Resource officer with technical reporting line to the HR unit at the country office. The Area Human Resource Assistant (AHRA) will deal with day to day operations of the Area office, Under the supervision of the AHRO will support recruiting, screening, interviewing and placing workers, facilitate all aspects of the general personnel administrative work, recruitment, staff development/ training, implementation of policy and procedures. As well, her/his responsibilities are center around the preparation of payroll, various contracts, personal memos, maintenance of staff leave records, accurate filing and maintenance of personnel records/documents, follow up with performance appraisal, and other HR functions of the assigned.
The person is expected to have strong interpersonal skills, friendly, understanding, cooperative, organized, a high ability to work within a team to take initiative and skills in negotiation and influencing to support policy and advocacy.
Responsibilities and Tasks
Job Responsibility #1 Recruitment and Selection
- Assist AO recruitment process including but not limited to advertising, screening, interviewing, hiring etc. according to AO HR Manual.
- Assist to all people involved in the recruitment process to ensure a proper recruitment process in accordance with internal policies and requirements.
- Maintaining professional communication with the candidates and potential staff members.
- Assist AHRO to attracts applicants by placing job advertisements; contacting recruiters, using newsgroups and job sites.
- Assist AHRO in creating preliminary longlists for interview by comparing applicants’ relevant details to the requirements of the job description.
- Arranges interviews by coordinating schedules of candidates and interviewers
- When needed attends interviews and coordinates other applicant testing measures
- Evaluates applicants by discussing evaluation procedure results with line managers ensuring it follows CARE AO HR manual.
- Sets up the induction for each new joiner and ensures that all related administrative items are organized and ready for when the new joiner starts.
- Assist AHRO to maintain the AO recruitment tracker up to date.
- Report to the AHRO on a daily and to HR unit in Turkey CO regarding recruitment progress and activities when needed and as assigned by AO senior management
Job Responsibility #2 HR Administrative
- Ensure all staff have up to date contracts, extensions, and change of statuses in adherence to personnel policies
- Under the supervision of AHRO maintain staff personnel files and ensure proper documentation is in place. Ensures all employee files and employee relevant information (paper and electronic) are updated and stored correctly and confidentially.
- Follow up ensures necessary documents and information from staff for contracts preparation and termination
- Ensures timely preparation of contracts for new staff
- Follows-up and records staff leaves in accordance with internal policies and sends appropriate reminders to AHRO and supervisor.
- Collects necessary documentation and information from the relevant staff/unit and prepares monthly payroll data, shares with the AHRO
- Making all administrative information available to the staff (posting, meetings, etc.), translating documents into local language and assisting in meetings upon request.
- Maintains strict confidentiality regarding HR related issues and documentation.
- Follow up on job descriptions are up to date for all staff and positions
Job Responsibility #3 Staff Wellness and Capacity Building Support
- Follow up necessary documentation for rewards and discipline according to local laws and CARE’s policy and procedures in close coordination with AHRO.
- Understand and follow up, the organization’s PSHEA, child protection and safeguarding measures including the Code of Conduct and support HR coordinator to provide training and advice to staff on these measures
- Assist AHRO in developing training plan and strategy for the team training and facilitating.
- Assist in identifying suitable training providers and training platforms as required, and develop list of training resources.
- Monitor the training identified during appraisals and record all training completed
- Improve communication with staff and address their grievances, such as a staff representative system and participate staff meetings/sessions (PSS, Wellbeing activities, Workplace safety etc.)
- Informs CO in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps AHRO and/or AO senior management informed at any time.
Provides feedback on staff well-being through formal and informal mechanisms
Job Responsibility #4 HR Documentation and other duties
Work closely with the AHRO to maintain HR databases to ensure correct recording of all staff and employment related information as required and ensure that these records are protected and confidential.
Ensure that all requirements of HR unit at the CO level are met and provide the relevant documentations.
Receive and follow up on Area office HR documents such as personal activity report, contracts, clearance, exit interviews etc. and maintain and organized efficient filing system.
Qualifications
Education/Training
Required
- Bachelor’s degree in a relevant field (Human Resource Management, Social Science, Public Administration, Business Administration, etc.) or any other relevant major.
Experience
Required
- At least 2 years of experience in Human resources management in the Syria context.
- Experience in working with HR team in Syria.
Desired
- Experience in do-no-harm approaches in a humanitarian context, preferably in Syrian context
- Experience in working with INGOs and fully understand HR system.
- Demonstrated understanding of and experience with policies, protocols, and procedures of international NGO’s and donor agencies
Technical Skills
Required
- Have the Can-Do Attitude
- Creative approach in attracting the best candidates for CARE;
- Ability to network and utilize contacts;
- Ability to work on own initiative and as part of a team;
- Ability to accurately interview and assess candidates for appropriate roles;
- Results orientated and target driven;
- Staff management experience and good inter-personnel skills
- Enthusiastic and keen to work hard to achieve the objectives of the program
- Excellent analytical/problem-solving skills and detail orientation.
- Excellent understanding of the Syria crisis and the context in Northern Syria.
- Knowledge of the NGO operations and the dynamics of the humanitarian sector.
- Flexibility and ability to multi-task under pressure.
- Ability to work well in unstable and changing security environments.
- Strong organization, multi-tasking and time management skills.
- Strong skills in inter-personal communications, able to work effectively with multiple stakeholders in a complex, multi-actor environment.
- Strong skills in written communication, including effective report writing
- Sensitivity to cultural differences and the ability to work effectively across a wide variety of cultural contexts.
- Ability to communicate ideas in a culturally-sensitive manner and conducive to their practical application
- Strong team player, able to develop and maintain effective working relationships within a distributed and dynamic team.
- Ability to organize and plan effectively
- Competence with MS Office applications, including Word, Excel and Outlook.
- Fluent in Arabic
Desired
- English language skills highly desired.
Child Protection Policy
Child abuse in all forms is unacceptable to CARE Turkey, which recognizes its responsibility to protect children from harm in all areas of its work. CARE Turkey is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.
Discrimination, Abuse and Harassment Policy
CARE Turkey expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, sexual orientation, marital status, citizenship status, disability, or military status. CARE employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside CARE.
IMPORTANT NOTICE:
Employment is subject to the possession of valid identification documents (passport, residency card, temporary protection card, etc.) and successfully obtaining permission to work by the Government of Turkey (work permit). CARE will submit the work permit application on behalf of the selected candidate after the job offer accepted. Candidate can start to work for CARE only after the work permit is received. Failure to provide the required documents or rejection of a work permit application by the Government of Turkey will result in your employment offer being rescinded.