Job Description

Job Title: HR & Admin Officer

Reports to: Finance, HR and Admin Manager

Location: Sana'a Head Office

Contract Status: Short term contract with possibility to extend according to the budget and performance.

Background:
Medical Mercy Foundation (MMF) is a national, non-governmental, and non-profitable humanitarian Foundation that was established in 2004 by a group of specialized doctors and workers in the health field. In addition to some specialists in the administrative field, in cooperation with local and international partners, contributing to meet the community health needs. MMF provides medical assistance to the most vulnerable groups; those affected by conflict, epidemics, and natural disasters regardless race, religion, gender or political affiliation.
MMF believes that promoting health for human beings is the most important factor for sustaining life, so that the individual is an active part in the construction and development.

Tasks and duties

Human Resources tasks:

• Adhere to, suggest, and develop the HR & asset manuals.
• Apply recruitment and selecting process from A-Z including but not limited to job adverts, long & short list, interviews, references, offer and contract, and orientations according to MMF HR policy and procedures. 
• Update recruitment tracker according to the recruitment plan. 
• Primary focal point for both health and life insurances for all staff and in charge of all related matters. 
• Monthly processing of the payroll on time and ensure all supporting documents are submitted accurately such as (payroll report, timesheets, contracts extensions, amendments, terminations, resignations, deductions … etc) and submit them to finance officer.
• Ensure staff travel and accommodation are coordinated in a timely manner as per the policy.
• Update the leave tracker on a monthly basis and share the leave balances with the finance, HR and Admin manger. 
• Apply all leavers exit process (resignations, terminations, end of contracts), including interviews, payments, filling. 
• Oversee the filing system for all HR documents.
• Ensure compliance with the requirements of Code of Conduct (CoC) and its associated policies.
• Help direct manager in preparing annual evaluation for all staff.
• Help direct manager in implementing training plan as agreed.

Administrative tasks: 

• Ensure office is fully equipped with supplies and stationery and keep asset inventory tracker updated.
• Regular follow up on assets of the MFF field office through direct contact with Finance, HR and Admin Manager.
• Conduct periodic physical assets of MFF office equipment to ensure accuracy of serial numbers, asset’s condition, and net total on hand and exact location of property.
• Monitor assets tracker and tagging at field office level; develop asset replacement plan with Finance, HR and Admin Manager; ensure that disposal of assets are in accordance with MFF and donor guidelines.
• Support to the annual physical assets verification exercise by checking the accuracy of records and location of property.
• Prepare annually assets reports on asset status & location, specifications, etc. 
• Ensure monthly utilities payments are processed on a monthly basis and file copies that will include leases.
• Ensure health and safety requirements are met in the Office premises.
• Take action on routine small requests related to maintenance and get job done on priority basis.
• Follow up the cleaner in order to keep the work place clean. 
• Perform any other tasks assigned by the direct manager.

Supervision tasks

• There is no any supervision task for this position.

Minimum experience and skills

• A university degree in HR or business administration.
• Minimum 3 years work experience with NGOs in HR and Admin management.
• Good knowledge of written and spoken English.
• Proficient in MS Office (Word – Excel – Power point – Arabic & English Typing – emails).

Safeguarding

Medical Mercy Foundation (MMF) is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants, or others, are treated with respect and dignity. We are committed to the core principles regarding the prevention of  abuse laid out by the UN Secretary-General and IASC. We will not tolerate child abuse, of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and adhere to MMF Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.