Job Description

Job Title: HR Coordinator 
Reporting to: Executive Manager
Place: Aden
Deadline: 05 December 2024

About Afaq Shababia Foundation (ASF)

ASF is a registered national NGO with the Ministry of Social Affairs and Labor No 271. Our mission is to Contribute to youth and community development by implementing quality programs and building effective partnerships in accordance with best institutional practices. ASF started its work in Yemen since 2013 and has been implementing projects in 4 sectors namely skills-building, peace-building with good governance, FSL, and Education with Child Protection.

Purpose of the Job

Under the supervision of the Executive manager, the main purpose of the HR Coordinator position is to support human resources functions within the organization by managing recruitment processes, monitoring employee documentation, and organizing training and social activities. This role aims to ensure a smooth onboarding experience for new employees and maintain accurate records. It also contributes to fostering a positive workplace culture and enhancing employee satisfaction.

Duties and Responsibilities

ASF is looking for an efficient and qualified person to fill the position to carry out the following Tasks and Responsibilities:

Here's the translation:

1.    Participating in the preparation of the recruitment plan and organizing and preparing for the selection and hiring process according to the approved regulations in the organization.
2.    Maintaining a database of all job applicants.
3.    Participating in the preparation and holding of orientation meetings for new employees.
4.    Ensuring the completion of employee documents and storing them in dedicated files for each employee according to the requirements of the personnel file, regularly updating the database of employees and their qualifications, and maintaining data integrity.
5.    Monitoring employee attendance and documenting attendance on the necessary attendance records, notifying direct supervisors and the HR manager of latecomers, absentees, and violators.
6.    Preparing and organizing the employee movement report.
7.    Tracking employees' leave balances and violations, submitting them to the direct supervisor for approval, and maintaining them in their files regularly.
8.    Preparing a mechanism to monitor employees' exits and their locations outside the office.
9.    Creating a database of entities that provide training services (institutes – organizations – trainers).
10.    Preparing and coordinating training courses and workshops for employees.
11.    Organizing and arranging social activities and events for the organization's employees (including introducing systems - rights - duties - belonging - job satisfaction).
12.    Participating in organizing employee meetings, notifying them of schedules, and recording the minutes.
13.    Organizing orientation programs that include introducing new employees to the corporate culture and policies, and providing support to enhance their integration into the work.
14.    Monitor and evaluate staff adherence to the Code of Conduct, implement safeguarding and protection policies, and provide support and guidance to ensure understanding and compliance with these policies.
15.    Preparing the monthly plan and submitting monthly reports to the HR manager.
16.    Participating in the preparation of the annual plan and the overall report for the unit.
17.    Executing tasks assigned by the direct supervisor, provided they do not conflict with his qualifications and capabilities.

Required Profile and Experience

1.    Education:

• Relevant university degree or higher education, preferably in international relations and/or development, social sciences, or management.

.2.    Professional Experience:

• Bachelor's degree as a minimum in one of the management specializations.
• Practical experience of not less than two years.
• Proficiency in English language writing, speaking and speaking.
• Proficiency in using computer applications.
• High skills in planning, organizing, monitoring and evaluation.
• High skills in communication and writing reports.
• Ability to solve problems and withstand work pressures.
• Accuracy in completing tasks.