Job Description

HR Assistant

About SDF:

The Sustainable Development Foundation (SDF) is a non-governmental, voluntary, independent organization established in March 2015, officially registered at the Ministry of Social Affairs as per license (99). SDF has been present in Yemen since 2015, it has experience implementing emergency child protection and education responses, including women and youth empowerment. SDF has experience in handling large grants from international donors, such as UNDP, UNHCR, WFP, OCHA, WHO, SCI and ZOA. SDF has excellent national-level relations and has experience in coordinating with both national and international NGOs. It has offices, staff and community-based committees in Hajjah, Sana'a, Marib, Ibb, Hudidah, Dhamar, Almahweet, Al-Bayda’a, and Hadramout as well as solid experiences engaging with local communities from whom it gained acceptance and with whom it has collaborated in the past. In addition to that, SDF creates livelihood opportunities and community-based protection.

Posted vacancy: HR Assistant

Employer: Sustainable Development Foundation (SDF) – Yemen.

Doner: IMC

Position Type: Full-time contract.

Position reporting to: HR Officer.

Starting Date: ASAP.

Postdate: Apr 05th, 2024

Closing date: Apr 14th, 2024

Number of Positions: 1

DUTIES AND RESPONSIBILITIES:

• Provide assistance on general HR queries and follow up actions, to ensure consistent and high-quality HR services are delivered to staff.
• Liaise with other internal units/offices on HR related matters, i.e. payroll, contracts, etc. and provide necessary information in order to enable timely HR services.
• Maintain a record of all recruitment processes, and documents used during the recruitment and selection process
• Provide feedback to candidates and follow up references for successful candidates in line with the HR Policy
• Implement and maintain / update a comprehensive filing guide for HR unit; maintain, follow up staff for information and update HR Files, and weed out old files in line with filing best-practices and personnel file checklists but also update the organizational charts of Sana’a & Dhamar office.
• Update and maintain all staff record and individual files including contracts, leaves, appraisals etc.
• Maintain performance management records in line with the performance management cycle.
• Organize, maintain and update a comprehensive filing system and SDF human resource information (ERP-next) for HR related documents and reports.
• Provide administrative support in various HR activities in the areas of work allocated by the professional officer including on boarding of new staff members in compliance with relevant processes and procedures.
• Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.
• Draft various HR documentation required for the specific area of work (e.g. employment contracts, transfer letters, training-related documents, etc.) ensuring accuracy and meeting established deadlines.
• Monitor staff attendance and ensure that all staff timesheets are submitted and filed on time.
• Assist on payroll preparation by compiling and reviewing relevant documents such as attendance sheets, salary advance vouchers.
• Assist on entitlements preparation related to (Consultant, trainers, third party) by compiling and reviewing relevant documents such as IDs, contacts, others supporting documents.
• Assist staff in clarifying the HR policies, processes, procedures and standard SDF practices. 
• Undertake and maintain HR archives in accordance with the SDF regulations.
• Communicate with relevant staff at the base as needed.
• Performs Other duties as requested for HR Department or all projects.

Qualifications and Requirements:

• Bachelor’s degree in human resources, business administration, or a related field.
• At least three years of experience in similar position, preferably with NGOs or INGO.
• Familiarity with ERP software or HRIS.
• Able to draft standard letters and other written communications
• Good time management with ability to priorities
• Able to multi-task in dealing with all three components of the job.
• Demonstrates adaptability and flexibility in all aspects of working.
• Has a good knowledge of the work of department and able to self-start
• Written and spoken English essential.
• Proven ability to organize work effectively
• Computer literate, including word processing, databases/ spreadsheet use.

Professional Standards: The SDF workers must adhere to the values and principles outlined in SDF Way - Standards for Professional Conduct. These are Integrity, Service, Accountability, and Equity. In accordance with these values, the SDF operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation, and Combating Trafficking in Persons.