Job Description

Preliminary job information

• Job Title: Human Resources Assistant 
• Country and Base of posting: Mokha
• Reports hierarchically to: Human Resources Officer
• Management: 1 Cook – 1 Cleaner
• Creation / Replacement (incl. name): Creation
• Contract Duration: 6 months (renewable)
• Announcing Date: October 27, 2024
• Announcement Closing Date: November 9, 2024
• Work Starting Date: December 01, 2024

‘’ Female Candidates are strongly encouraged to apply for this position ‘’

General information on the mission

PU-AMI’s Context & strategy:

Première Urgence - Aide Médicale Internationale (PU-AMI) is an international, non-profit, non-political, and non-religious humanitarian organization which aims to provide rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. PU-AMI provides assistance to more than 6 million people throughout 24 countries, with more than 2,500 staff worldwide.
PU-AMI adopts an integrated approach, to identify and understand the full array of the needs of the people affected by crises. This innovative approach is at the core of every PU-AMI-supported projects, to better target and prioritize actions, stabilize and improve the situation of the most vulnerable groups. It allows the teams to take all aspects of a problem into account, to come up with an efficient combination of solutions, which will have a powerful and long-lasting impact on the affected populations. In this respect, the organization runs around 190 projects a year worldwide, most of which are focused on Health, Nutrition, Food Security, Water, Sanitation and Hygiene, Psychosocial Support, Education and Protection activities. 
In Yemen, PU-AMI is supporting 18 health facilities (Health Centers, Health Units and Therapeutic Feeding Centers) in four Districts in Hodeidah (Al Mighlaf, As Sukhnah, Al Mansuriyah and Al Qanawis), three Districts in Raymah (Bilad At Ta’am, Al Jabin and Mazhar) and two Districts in Taizz (Al Mokha and Mawza). PU-AMI’s operations are managed by two field offices in Hodeidah and Mokha cities, both supported by the Sana’a coordination office. PU-AMI recently established a second coordination office in Aden. 
PU-AMI is participating actively in clusters and sub-clusters (health; nutrition; food security and livelihoods; WaSH) and works closely with relevant government departments.

Overall objective

The HR Assistant will provide overall support to the base HR functions for PUI operation in Mokha, West coast and overall South if needed. This includes supporting the functions of HR scope according to PUI internal policy, and local labor laws and regulations.
Under the supervision of the Base HR officer, the HR Assistant will actively participate in managing the leave request, follow-up and documentation ensuring alignment with PUI HR policy, on-boarding and orientation for new staff, recruitment of the daily workers, and support in field recruitment process.  

Specific Goals and Related Activities

Under the supervision of the HR Officer, the HR Assistant will be responsible for:

• Assist the implementation of HR rules, procedures, and tools at the base level in compliance with labor regulation and PU-AMI HR policies under the supervision of the HR officer
• Assist the HR officer to prepare Monthly HR Data Base reports and trackers.
• She/he maintain files of all national staff ensuring all necessary documents are in place, such as contracts, code of conduct, job description, leave requests, attendance sheets, payslips, disciplinary documents, and appraisals
• Prepare local staff contracts and agreements (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions
• Assist in the recruitment process (job Announcement, longlisting, organization of test and interviews, draft of the new contract, etc.)Assist in welcoming and integrating new personnel, ensure they receive administrative briefing 
• Check dates of employment contracts and inform the HR officer when they are due to expire
• Contribute to the follow-up of annual appraisal and share with the different departments.
• Provide administrative support for the organization (workshops, meetings, trainings and other events) 
• Supports the HR in training and development needs and updating the training tracker.
• Responsible for ensuring the following are accurate, complete, and up to date personnel files, administration of health insurance.
• Track the attendance and leave database of all staff, and eligibility availed and closed balances of leaves for staff.
• Collect & verify attendance from PU-AMI staff and submit to the HR officer.
• She/He prepares the daily casual workers files and tracker, prepare the Payments Sheet.
• She/he is responsible for follow-up health insurance issues and reimbursement.
• She/he will be responsible for the daily scanning of HR documents for archiving.
• She/he keeps files of all base national staff ensuring all necessary documents are in place, such as contracts, code of conduct, job description, holiday and sick leave requests, training allowances, disciplinary documents, and appraisals.
• Ensure clearance and debriefing is carried out for exiting staff, prepare final settlements (work certificate, leaver form, Discharge of liability, and calculate the payment of leave)

Team Management

Number of people to manage and their position 

• Direct manager : HR Officer.
• Direct management: Cook And Cleaners.(Office and Guest House)
• Indirect management: Field Coordinator.

Required Profile

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Reliable, sense of details, rigorous.
• Team player with good interpersonal skills.
• Able to manage own personal stress level.
• Knowledge of humanitarian sector, and policies
• Good communication, negotiation, and representation.

Skills:

• Able to take initiatives.
• Flexible, patient
• Ability to handle pressure & meet deadlines
• Ability to work independently