Job Description

The Strengthening Healthcare Access in Yemen (SHAY) 

Organizational Background:

JSI is a global nonprofit organization dedicated to improving the health of individuals and communities throughout the world. Founded in 1978, JSI collaborates with government agencies, the private sector, and local nonprofit and civil society organizations to identify and implement solutions to the most pressing public health and education challenges.

In Yemen, JSI has been managing public health programs since 1988, focusing on improving child health and routine immunization, strengthening the supply chain, and improving reproductive, maternal, and newborn health.

Project Overview

The Strengthening Healthcare Access project is a five-year USAID-funded initiative aimed at enhancing access to and equitable utilization of evidence-based maternal, newborn, and child health; nutrition; family planning; and reproductive health (MNCHN/FP/RH) services in Yemen. Led by JSI, the project collaborates with partners to employ a community-led strategy encompassing demand generation, supply-side reinforcement, and enabling environment support. Through engagement with midwives, community reproductive health volunteers, and community structures, the project will create awareness, facilitate access, and enhance care quality. 

Position Description:

The HR & Admin Assistant in the field office will support the field office manager in managing the full employee life cycle, including recruitment, onboarding, performance management, file maintenance, policy enforcement, and exit procedures. The assistant will also provide administrative support in the day-to-day running of all HR and recruitment functions, as well as other HR and personnel activities. The assistant will report to the field office manager with constant coordination with the HR department in the Aden office. The ideal candidate will have experience in HR and administrative support, strong organizational and communication skills, and the ability to work effectively in a team.

Key Responsibilities:

• Assists with the placement of adverts for facilitating recruitment for the field office in coordination with the HR Manager in Aden office. 
• Assists with contacting shortlisted candidates and arranging for interviews for the field office in coordination with the HR Manager in Aden office
• Assists with background checks for selected candidates and mails out the candidate offer letter packet for the field office in coordination with the HR Manager in Aden office
• Prepares all documentation required for employee sign-on onto payroll for the field office
• Processes enrollments, changes, and terminations of participants in all benefit plans and programs for the field office
• Assists with employee orientation for the field office staff
• Responsible for oversight of employee timesheets, including documentation, following up with the Aden office for any technical issues, and ensuring compliance for the field office staff
• Assists with updating, and reconciling all staff records/bills for Medical insurance compensation for the field office staff
• Manages the field office filing system and handles official documents confidentially
• Facilitates for sign off of exit checklist by Supervisor, IT and other departments for employees leaving the organization for the field office staff
• Follows and supports all policies and requirements related to staff safety and security in the field office
• Performs administrative tasks, such as managing office supplies, coordinating travel arrangements, and maintaining the office space for the field office
• Assists with maintaining HR records through a documented filing system based on the "easy to retrieve" principle for the field office
• Assists with benefit claim issues for the field office
• Any additional responsibilities, as assigned by the field office manager.

Qualifications:

• Bachelor Degree in HR Management or equivalent preferred
• Minimum two years working experience in a relevant or related field
• Effective oral and written communication skills.
• General knowledge of various Yemen employment laws and practices.
• Experience in administration of benefits and other HR programs.
• Advanced computer skills, specifically in MS Word, Excel, PowerPoint, and Outlook. Familiarity with the Google Suite of products preferred (Gmail, Google Drive, etc.)
• Excellent interpersonal skills.
• Skills in database management and record keeping.
• Able to exhibit a high level of confidentiality.
• Excellent organizational skills.
• Must be able to identify and resolve problems in a timely manner.
• Must be able to gather and analyze information skillfully.
• Excellent written and verbal English.