HR Assistant needed at International NGO Safety Organisation

Overall Purpose of Role:

The HR Assistant supports the HR Officer/Operation Manager in the daily management of Human Resources services (recruitment, filing, staff integration, monitoring of contracts and absences, HRIS data entry, payroll preparation, communication with the competent administrative authorities) in  close collaboration with HR Officer and Field Support Officer on the field bases.

MAIN DUTIES AND RESPONSIBILITIES

RECRUITMENT:

• Support in the recruitment process by providing administrative support HR Officer/OM (opening of positions, publication of offers, reception and pre-selection of applications, invitation to tests and interviews, management of responses to candidates, reference checks of the selected candidate).
• Performs and coordinates pre-employment activities such as preparation of entry-into-service documentation and collection of supporting documentation.
• Control the completeness of recruitment files and ensure electronic and physical archiving.

INTEGRATION AND ORIENTATION OF NEW EMPLOYEES

• Provides support to the HR Officer in preparation of employment contracts 
• Provides support to HR Officer in organizing the integration of new employees 
• Explains HR procedures and policies in accordance with INSO regulations (ROI, Code of Conduct, LEBS, SOP etc.)

MONITORING AND ADMINISTRATION 

• Maintains the database of national employees (entries, exits, absences) with particular attention to consistency and accuracy of data
• Responsible for the constitution and archiving of personnel files (physical and electronic) in accordance with the INSO list of pre-established documents.
• Monitor national staff contracts timelines and informs managers of their expiry and need for submission of POR for next steps (trial period, end of contract, renewal)
• Provides administrative support to international staff and foreign visitors (visa, residence permit) 
• Respond to basic standard enquiries and refer the most sensitive/complex to the HR officer/OM.
• Liaise with Finance and local services responsible for all administrative procedures (registration, declaration and payment of taxes and contributions) on routine matters.

HR SYSTEM

• Supports the HR Officer with accurate and timely entry of national staff data into HRIS 
• Supports the HR Officer/OM in training staff on the use of HRIS.

SUPPORT IN THE ADMINISTRATIVE MANAGEMENT OF THE MISSION:

• Assist the HR Officer/OM in relations with administrative authorities
• Participate in the monitoring of regulations related to the local Labor laws.

PERSON SPECIFICATION

Knowledge, Skills and Experience

Essential:

• Minimum two (2) years of experience in a similar position.
• Minimum bachelor’s degree in the field of Management, Law, Administration, Human Resources or training deemed equivalent.
• Excellent command of English (written and oral).
• Good knowledge of Word, Excel and Outlook and other computer tools.

Value Added:

• Experience with HRIS software
• Interest and motivation to work in an NGO, respecting humanitarian values and principles

Personal Attributes

• High sense of discretion and confidentiality 
• Ability to organize and manage priorities under the supervision of the HR Officer/Operation Manager.
• Ability to process a large volume of information
• Ability to work in a multicultural environment 
• Attention to detail
• Good interpersonal skills, teamwork, and communication skills, empathetic.