Job Description

Position: Admin And HR Assistant 
Position Type: Full time.
Duty Station: Marib 
Duration of Contract: 9 months.
Supervision: Direct supervision of Human Resources Officer& Project Manager.
Deadline: 23 December,2024

I.    Background

The Humanitarian Development Program (HDP) is a nonprofit and independent NGO in Yemen .It focuses on improving the quality of Yemeni people’s life through well-planned and comprehensive projects in WASH, education, Food security & livelihood ,Shelter, CCCM, Protection  ,health and related activities that strengthen underserved communities in all parts of Yemen with the flexibility to respond rapidly to emergencies.
HDP uniquely believes in the power of community, and the strength of partners and donors to make a positive impact in the lives of Yemeni people HDP uniquely believes in the power of community, and the strength of partners and donors to make a positive impact in the lives of Yemeni people. Humanitarian Development Program (HDP) places human dignity at the center of its relief and development work. At the heart of the Program’s efforts to impact poverty and social justice. Vulnerable adults and children are particularly at risk of sexual exploitation and abuse. HDP defines the program’s commitment to the protection from sexual exploitation and abuse (PSEA) of vulnerable adults, involving HDP Employees and Related Personnel. In recognition of the special vulnerability of children, also HDP affirms commitment to the welfare and protection from sexual exploitation and all forms of abuse of children, involving HDP employees and related personnel.

Summary of the project

The Life-saving shelter Assistance to the conflict-affected communities in Marib City district, Marib Governorate and Khab Wa Ash Sha'f district under Al-Jwaf governorate project Funded by the Yemen Humanitarian Fund (YHF) will provide life-saving shelter assistance to communities affected by conflict in Marib City district, Marib Governorate, and Khab Wa Ash Sha'f district in Al-Jwaf governorate. The project responds to the urgent needs of vulnerable communities exacerbated by recent floods and storms, which have resulted in widespread displacement, food insecurity, and increased protection risks. Improve living standards and resilience through the provision of shelter, NFIs (Non-Food Items), and access to safe water and sanitation facilities. Prevent and mitigate protection risks, particularly for women, girls, boys, and men, through the implementation of effective protection measures and community engagement.

Duties and Responsibilities:

Admin and HR assistant is a national staff. He/she will take charged on the HR and admin needs of the office, maintaining the project staff and casuals contracts, deals with issues related to the code of conduct, performance, and behavior, ensures HR policy on safeguarding is understood, as well as doing staff recruiting, and keeps staff time sheets. The unit cost is the gross salary which includes the social insurance contribution, Income Tax.
Under the direct supervision of Human Resources Officer & Project Manager, the Admin and HR assistant, will undertake the following tasks:

• Assist with the recruitment process by calling the candidates and arranging for the test and interviews also create longlist with close supervision of HR Officer.
• Maintain an oversight on contract periods of project staff.
• Preparation of service contracts for casuals and maintaining the service contracts trackers
• Preparing consultancy contracts upon receiving the approved requisition
• preparation of pay rolls with close supervision of HR Officer and finance officer.
• Opens an Independent file for every employee and keeps it updated by tracking any changes.
• Maintains the proper recruitment procedures whenever recruitment is needed.
• Follow-up with project staff attendance/timesheet/leave records on a daily basis and to prepare summary report of attendance to be submitted to Project manager each month.
• Ensure office is well managed, organized and attended to, at all times, receiving guests, directing them, as well as receiving and others.
• Ensure that the office stationery, office supplies and are order on time that involves raising purchasing requests.
• Provide secretarial support such as typing, takings minutes, drafting letters, and translation of English or Arabic documents etc.
• Ensure that the telephone bills, electricity and water bills are paid on time for the office, in collaboration with the finance team.
• Keep record of all stationeries/stocks used in the office and produce monthly stationery stock reports
• Be responsible for all lease agreement and service contracts and liaise with finance to ensure timely renewals of Agreements as well process payment of utilities, lease agreements, telephone bills, casual labors, hotel invoices, travel agency invoices, etc.
• Assist in filing, preparing and keeping updated database of all admin activities and HDP contact list regularly.
• prepare report all administration & HR activities in monthly basis to the line manager.
• Perform any other related tasks as required, as assigned by the line manager.

Core Competencies:  

• Demonstrates integrity by modeling the HDP’s values and ethical standards.
• Promotes the vision, mission, and strategic goals of HDP.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Treats all people fairly without favoritism.

Functional Competencies:

• Ability to frequently travel and work in hardship and non-accompanied locations.
• Analytical Thinking.
• Good communication and interpersonal skills to deal with a diverse staff.
• Flexibility and ability to work in busy environment.
• Attention to detail and ability to follow up on tasks to completion.

II.    Education and Experience

• Bachelor’s degree in business administration or other related major OR Minimum of three years’ experience working as Admin Assistant/HR Assistant in a humanitarian context.
• Computer skills in both Arabic and English Languages.
• proficiency of both English and Arabic.