POSITION TITLE: HR and Administrative assistant
LOCATION: Aden
DEPARTMENT: Operations
SUPERVISOR: Finance, HR and Compliance Manager
Start date: As soon as possible
Reporting to: Finance, HR and Compliance Manager
Contract Duration: end of the year with possibility of extension
FTE: part-time 75%
JOB OVERVIEW:
Under overall supervision of the Finance, HR and Compliance Manager, the HR and Administrative Assistant (HRAA) is responsible for administrative support related to HR and administrative agenda of the Country program (CP).
Overall responsibilities consist of maintaining staff records in HRIS system, coordination and archiving documents related to staff employment, leaves evidence, archiving personnel folders and other tasks specified bellow. The day to day agenda of the HR and Administrative assistant may vary based on the actual needs and a time of the month.
MAIN TASKS
1. Human Resources
- To provide inputs to regular updates of HR database in real time;
- To provide inputs to regular update of the Annual Leave Register of local staff;
- To collect personnel documents and archive in HR personnel folders, both in hard copies and soft copies;
- Ensure HR documentation, including signed contracts, JDs and leave requests, is collected from staff and is archived on a timely basis;
- To print out Staff Attendance Sheets, distribute them to each team, check them for accuracy and collect signed documents on weekly basis;
- To coordinate issuing of staff ID cards and business cards;
- To assist with the recruitment and hiring of local staff and service providers like loaders and similar;
- To ensure that recruitment process is implemented and documented properly: vacancies announced on the basis of approved Job Requests and in line with Job Descriptions, CVs are collected, candidates short-listed, written test held, interviews organized and evaluated in written etc. as per PIN procedures;
- To draft staff contracts and its amendments and attachments and following signature archive them to electronic and physical archive;
- To update staff information in PIN contact list;
- To provide support with orientation and induction to new comers, to ensure induction on HR procedures, PIN RDD Code of Conduct and Key Policies, National Staff Policy etc.;
- To coordinate the onboarding and induction process, including briefings on cash operations and HR procedures, for new staff
- Maintain capacity building plans, records and facilitate for staff access to relevant platforms;
- Oversee e-learning completion status and follow up with relevant staff and their line managers for completion;
- To support with translation of documents and/or during meetings and trainings;
- Follows up on the performance evaluation status and provides relevant support to staff and their line managers;
- Follows up on Termination check list in coordination with support teams involved;
- Act as an active substitution for Finance and Administrative assistant when required.
2. Archiving, reporting, contractor check and audit support
- Maintains physical archive of HR related documentation;
- Performs contractor check on all vendors, for all Contracts;
- Assistance with preparation of documents for audits;
- Prepares of supporting documentation for external and internal audits across the country program.
- Maintains proper archive to all administrative documents, registrations, permissions, approvals, letters and relevant documents.
- Coordinate with relevant stakeholders (HoSOs/FM across the country programme) the repatriation of the documentation to HQ.
- Uploading new documents to relevant systems as applicable, providing support to the country programme as a whole.
3. Administrative and international staff agenda
- Act as a focal point for international staff visiting or long term based in Aden.
- Coordinate with international staff and liaison processing of the Yemen Visa, work permit and residency for PIN international staff and visitors on timely manner.
- Coordinate booking of the flights, extra luggage and communicate the schedule to relevant international staff.
- Act as a focal point for UNHAS.
GENERAL OBLIGATIONS AND RESPONSIBILITIES
- PIN stipulates the right to assign any other kind of work derived from work specialization. In case of urgent work and such like the staff may be asked to work overtime as well as during public and other holidays.
- Adhering to all PIN policies and procedures at all times