Job Description

Position Title: Admin & HR Officer
Project Location: Yemen, Aden Gov.
Based: Aden
Posting Date: 26-AUG-2024   
Application Deadline:    31-AUG-2024
Position Category: Full-time (School Meals Project Staff)
Languages Required: English / Arabic  
Duration of Initial Contract:    3 months with property of extension

Background

The Society for Humanitarian Solidarity (SHS) is a nonprofit humanitarian NGO based in the in Aden, Yemen. It was founded in 1995.The SHS provides assistance to refugees and migrants who arrive in Yemen every year. The organization also assists the local community in Yemen. The NGO won the Nansen Refugee Award, dedicated by the UNCHR. SHS has partnerships with UNCHR, OCHA, and WFP.

GENERAL JOB SUMMARY:

 The Administration and Human Resources Officer will be responsible for all administration and human resources activities under the direct supervision of the Administration and Human Resources Manager in Aden. The Administration Officer will be responsible for implementing all Administration and Human Resources policies and procedures, as outlined in the SHS Administration and Human Resources Manuals, to support the overall achievement of SHS’s program plan. 

ESSENTIAL JOB FUNCTIONS: 

1.    Supports the foreign staff with the visa application process and is the focal point for all staff and visitors.
2.    Updates the international staff visa tracker and visitor’s visa tracker.
3.    Processes payments for all SHS premises based on the lease or contracts available.
4.    Ensures monthly utilities payments are processed monthly and files copies.
5.    Updates the country lease matrix tracker on a regular basis.
6.    Ensures health and safety precautions or requirement are met in the office premises and Guest Houses.
7.    Ensures that the office property portrays a professional image by ensuring timely maintenance and electricity and furniture repairs.
8.    Ensures maintenance of all administrative notice boards – keeping them updated, clean and neat in appearance.
9.    Acts on routine requests related to maintenance and gets job done on priority basis.
10.    Arranges all national and international travel.
11.    Works with other departments to meet office needs for effective support.
12.    Works with internationals to provide effective support and a clean-living environment for the Guest Houses.
13.    Maintains employee’s personnel records to ensure timely and accurate records.
14.    Follows up on staff contracts.
15.    Collaborates with the Admin/HR Manager to post job ads on careers pages and to process incoming resumes.
16.    Assists the Administration and Human Resources Officer in some HR functions such as recruitment, onboarding, clearance, training, and annual performance appraisals.
17.    Develops and maintains a filing system.
18.    Updates and maintains office policies and procedures.
19.    Orders office supplies, stationary, and generator fuel; researches new deals and suppliers.
20.    Liaises with the Administration and HR Manager in monitoring and coordinating timely contract renewals, preparation of ID cards, and hiring, notice, and termination letters.
21.    Provides technical support to the Administration and HR Assistant. 
22.    Conducts himself/herself both professionally and personally in such a manner as to bring credit to SHS and to not jeopardize its humanitarian mission.
23.    Other duties as assigned.

SUPERVISORY RESPONSIBILITY: Administration and HR Assistant, Senior Driver, Secretary, and Senior Guard.

ACCOUNTABILITY:

REPORTS DIRECTLY TO: Administration and Human Resources Manager
WORKS DIRECTLY WITH: Finance, foreign staff, and visitors.

KNOWLEDGE AND EXPERIENCE: 

• A bachelor’s degree in Human Resources, Business Administration, or any relevant field is required.
• Proven work experience as an Human Resources and Administrative or office assistant is required.
• Excellent time management skills are required.
• Good computer skills and proficiency in MS Office - Excel, Word, and PowerPoint are required.
• Knowledge of labor laws and office management systems is preferred.
• Excellent written and verbal communication skills are required.
• Working knowledge of office equipment, including printers and fax machines is required.
• Strong organizational skills are required.  
• Previous experience in working with NGOs is preferred.

SUCCESS FACTORS:

• A positive attitude and an ability to work effectively as part of a dynamic team in a stressful environment.
• Detail-oriented.
• Excellent skills in problem-solving and a results-oriented approach.
• Must be familiar with, and able to answer queries on, all aspects of terms of employment, code of conduct and discipline regulations in compliance with SHS’s staff Onboarding Guide/HR manual and other employee policies.
• Commitment, honesty, and reliability.
• An ability to prioritize work.
• Teamwork skills, creativity, and flexibility.
• An ability to multi-task.