Back 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.

• · ACTED is committed to the prevention of sexual exploitation and abuse in the framework of its programs in Syria. The successful candidate will be required to adhere to ACTED Code of conduct and ACTED Global Policies especially regarding the protection of children and the protection against sexual exploitation and abuse. A rigorous reference and background checks will be undertaken, and information will be requested from previous employers about any disciplinary action of sexual exploitation, sexual abuse and/or sexual harassment during employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures*.*

• ACTED is committed to gender equity and to have a balanced and diverse workforce. ACTED strongly encourages qualified women, persons with disabilities and persons from under-represented groups to apply to the position.

• ACTED offers a variety of arrangements that enable women to excel in their careers, including flexible working hours for work-life balance, maternity leave, and career coaching.

• ACTED never uses external recruitment agencies and recruitment is always free of charge.

• The necessity of ensuring the highest standards of efficiency, competence, and integrity, with proper attention to promoting diversity, is the most important concern in the recruitment and employment of staff at ACTED.

LOCATION: SURAN - SYRIA

JOB PURPOSE

The HR Assistant works under the direct supervision of the HR Officer/Senior HR Officer 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 HR Officer in his/her duties, such as recruitment, Titanic preparation and enumerator follow-up.

CHAIN OF COMMAND

Under the direct supervision of:

• · Senior HR-Admin
• · Sub Area Coordinator

WORKING RELATIONS

Internal Relations:

• · FLAT Department[s]**
• · ACTED Staff/Enumerators

External Relations:

• · Local Authorities

ADMINISTRATION:

1. Assist Admin Officer in order to make sure that all Admin FLAT procedures are implemented and followed regularly.
2. Follow up the premises contract with HR Officer and contact the owners for payment after consulting the finance department for availability of funds.
3. Ensure ACTED HR rules, regulations and procedures as described in the HR Manual are in place at Amuda Office.
4. Coordinate with other department to prepare order form of stationary and share with HR Officer to follow up procedures.
5. Prepare the table of Authorized signature and share with HR Officer.

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

7. Arrangement of meetings (Meeting room/ensuring participants are on time/providing stationeries for the meeting if needed…)

Human Resources:

1. Assist HR Officer in management of staff in Area Office & sub offices.

2. Control & checking of national staff attendance sheet of staff on daily basis.

3. Assist HR Officer to prepare employment contracts for new staff and contract extension/amendment in case of renewal.

4. 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.

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

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

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

TITANIC FOLLOW UP:

1. Sharing necessary papers (attendance sheet, leave forms, etc.) with HR Officer to prepare Titanic (Staff Report).

   📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

   ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

2. Upload and save all the above 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.

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

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

RECRUITMENT:

1. Arrange for test & interviews

2. Support HR recruiters in conducting reference checks

3. Share new advertisement internally and externally according to ACTED procedures

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

FILING:

1. Set up the Filing system in country in respect to standard filling system.

2. Responsible to update all related HR/admin documents on server regularly

3. Print and scan documents and upload it into server

4. 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).

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

OTHERS:

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:

• · University degree (Bachelor's degree in law, business administration, finance or any related field).
• · Minimum one year of experience working in a similar position
• · NGOs/INGOs is preferable
• · Good command of English (speaking, reading, writing).
• · Excellent 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.