Job Description
LEVEL 6
HR ASSISTANT
Code # AS01102
Reports to (Hierarchical): Project HR Manager
Reports to (Functional): Project HR Manager /Personnel Administration Manager/LnD Manager
Job Family: HR/FIN
Supervises (Function): -
Location: MARIB
Main Purpose
Execute administrative, HR and legal related tasks to support the Project HR Manager following MSF standards and procedures, in order to ensure legal compliance and to realize the HR capacity required achieving project objectives.
Accountabilities
- Under supervision of the Project HR Manager managing personal files in order to ensure accuracy, compliance and on time payments.
- Updating the HR database and personal files to facilitate HR processes management.
- Updating Social security Tax office files in order to meet legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance
- Preparing employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
- Preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
- Following up of all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative
- Making all administrative information available to the staff (posting, meetings, etc.), support Project HR
- Manager in translating documents into local language and assisting in meetings upon request.
- Additional HR/ Admin tasks delegated by the Project HR Manager
MSF Section/Context-Specific Accountabilities
Human Resources Management:
- Support the IS HR Manager in adhering to OCA HR policy/policies (including Memos), and Yemen law, in matters relating to human resource management, such as drafting contracts, taking disciplinary action.
- In order to ensure the coverage of the human resources needs and maintain high standards of quality, organize and coordinate (week’s schedule, annual leave, absences, daily worker, etc.), communicate with all the teams with all relevant information in due time
- Assist HR Manager with legal matters (Yemen labor, internal regulations, policies, etc.)
- Ensure all new staff have new UIC cards.
- Support the line manager in translation into the local language for sensitive HR issues
- Ensure that all new employees are sufficiently briefed by all departments and make general admin briefing on HR policies for all new employees.(Preparing briefing schedules for the new staff together with supervisors)
- Distribute and explain pay slips when questions arise in the field.
- Make sure all admin documents are easily available in sufficient quantities to facilitate admin procedures (leave forms, employee file forms, …)
- Distribute and explain pay slips when questions arise in the field.
- Receive and deal with administrative staff health insurance issues and raise them to coordination when necessary.
- Follow up with SS office and ensure having their contribution updated and raise any challenges to managements.
- Support the project and other MSF sections Recruitment.
Learning and Development:
- Assist in the project Performance Management System (PMS), supporting supervisors and staff to complete all objective-setting, check-ins and reviews in an effective and timely manner and share reports with project HR Manager periodically.
- Assist in Leanring and Development, supporting supervisors and staff to identify needs and opportunities to fill those needs with internal or external trainings and other capacity-building
possibilities. This includes:
- Managing the English Class program for staff under level 5 and Arabic courses for Expats
- Keep information updated on NS Training, record trainings done in order to be able to provide accurate information at any time
- Supporting the organization and implementation of the Welcome to MSF training
- Facilitating and delivering the management workshops for supervisors, and any other relevant trainings/ workshops
- Supporting supervisors with the implementation of all L&D tools and policies
- Supporting his/her supervisor to ensure the coverage of the training needs and maintainance of high standards of quality according to L&D tools and policies by performing training needs assessments, determining appropriate content and target groups for trainings, ensuring continued improvements to ongoing trainings, and preparing and maintaining a calendar of trainings.
- Following-up after the training, evaluations, centralization of training materials.
- Taking responsibility for implementing the onboarding program for new employees according to the policy and approved tools and and share reports with project HR Manager periodically.
- Acting as a sounding board for national staff, address their concerns and advise the Project HR Manager and L&D department on how to solve them
- Being responsible for the on-going updating the training library in the project
Other:
- Participate on the monthly closing payroll reports, Sitrep, LnD report (monthly/bi monthly) and send
- them to Project HR Mangaer on montlhy basis on time.
- Staff are not allowed to chew QAT during working hours.
- Under no circumstances are firearms/weapons allowed in MSF vehicles or on MSF premises.
- The above-mentioned activities and responsibilities are not exhaustive, and staff may be assigned additional responsibilities or tasks as required.
Requirements
Education
- Desirable finance, business or administration related diploma.
Experience
- Essential previous working experience of at least two (2) years in relevant jobs.
- Desirable experience in MSF or other NGOs in developing countries.
Language
- Mission language (English) and local language essential (Arabic)
Knowledge
- Essential computer literacy (word, excel, internet)
Competencies
- • Results and Quality Orientation L2
- • Team work and Cooperation L2
- • Behavioural Flexibility L2
- • Commitment to MSF Principles L2
- • Stress Management L3