HR & Admin Officer

Job Description

BACKGROUND: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just implementing small projects to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Aldalea. Currently IRC Yemen is operating in eight governorates in the south and north of Yemen and Sana’a and Hodeidah in the North through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.

SCOPE OF WORK: IRC is seeking a dynamic HR & Admin Officer to handle the day-to-day Human resources tasks including but not limited to contract management, leave management, benefit’s management, and central staff filing & archiving.

JOB SUMMARY: Under the Supervision of the Field Manager in Sana’a and Roving HR & Admin Manager as technical manager, HR & Admin Officer is responsible for ensuring the efficient and effective HR administrative services to Staff in the North (Sanaa and Hodeida).

Working relations: ----------------------

The successful candidate is expected to support staff in accessing Human Resources support services.

- Work closely & support staff to ensure efficient and effective planning, management, and delivery of HR function. - Ensure that the HR department proactively provides seamless and people friendly services in line with IRC Yemen policies and guidelines. - Regular and open communication on day-to-day tasks with HR focal points in all field locations, and with Roving HR & Admin Manager regarding HR data collection.

Main responsibilities: --------------------------

Contract management

- Maintain an oversight on contract periods and initiates discussion on extension review through line managers. - Supports preparation of pay actions that need approval for payroll implementation including pay increments, allowances e.t.c. - Responsible for drafting & preparing bilingual employment statues letters including but not limited to; contract amendments, extensions, allowances, notice of termination & contract ending, extension of probation period. - Upon hiring new staff ensure sharing an onboarding package to request additional supporting documents. - Ensure receiving accurate supporting documentation for all newly recruited staff from recruitment team. - Ensure that signed paper documents and staff files are archived in compliance with IRC policies.

Benefit Management (Social Security & Life insurance)

- Preparing and assuring the submission of the Social Security forms and Social Security payment at the first week of each month. - Preparing and submitting entry staff on boarding forms and exit staff forms to social Security corporation. - Making sure all new staff are reflected on the social security from the first day of joining IRC. - Focal point of life insurance policy including addition and deletion of staff on monthly basis. - Facilitate the process of compensation of life insurance upon passing of staff. - Keep track of life insurance contract and raise request to renew to the management.

On-boarding and staff orientation: --------------------------------------

- Requesting creation and deletion of IRC emails for staff through IRC people’s directory. - Working with Roving HR & Admin Manager in coordinating comprehensive orientation schedule for new staff. - On-boards in-coming staff on to IRC Staff National Policy. - Ensure all policies are signed at reporting day & policies are well articulated during the onboarding process. - Periodically support the orientation of staff on IRC HR Policies and procedures.

Leave/Timesheet management: -------------------------------

- Custodian of leave application forms for national staff in Sana’a and receive tracker from Hodeidah. - Verification of leave prior to approval and updating the leave tracker for all staff on a weekly basis. - Ensure receiving accurate & correct timesheet documents from HR focal points in Hodeidah. - Manage the use of leave by staff, and update the Roving HR & Admin Manager of leave utilization to prevent undue levels of accruals - Updating the timesheet tracking schedule on monthly basis and sharing it with HR & Admin Officer – Aden. - Generate finger/faceprint system relevant report on staff attendance upon request.

Performance Management & Training coordination: -------------------------------------------------------

- Communicate to line managers on appraisal due and ensuring that appraisal procedures are followed and ensuring the right appraisal templates are circulated in timely manner. - Follow up on hard copies of performance evaluations and goals objectives. - Ensuring appraisal documents are filed in each staff file. - Updating the performance management tracker and ensuring that all eligible staff have been appraised - Generate staff training needs according to the approved annual evaluation from the supervisors. - Support staff learning by creating innovative ways of encouraging online learning for all staff. - Support in coordination of staff trainings in accordance with the Learning & Development Plan; - Monitor, assess and track all IRC sponsored trainings including English capacity training in Sana’a & Hodeidah. - Support staff learning by creating innovative ways of encouraging online learning for all staff. - Maintain a thorough knowledge of IRC personnel policies and ensure the implementation of these policies.

Staff Management, Reporting & supporting Field: -------------------------------------------------------

- Directly supervise the HR & Admin Assistant in Hodeidah and ensure all work duties are performed satisfactorily. - Ensure that standard IRC forms are made available to the field, and they are utilized in appropriate manner. - Ensure updating of all trackers, leave & timesheet databases, master contract list for all staff, HR Admin weekly, monthly HR metrics report inputs & other adhoc reports prepared & consolidated for management use as appropriate. - Support and assist in coordinating HR communications between Sana’a & Hodeidah field offices including consolidation of requested data and reports to to Roving HR & Admin Manager

Recruitment support: ------------------------

- Facilitate interviews and written tests including supervision and coordination with IT for devices and connection.

Staff/Visitor Travel documentation: (On Delegation/Absence/leaves of Admin Officer)

- Third focal point for all national and international staff movement in and out the country. - Send PMRs for UNHAS for flight bookings and send all information to staff travelling share the monthly flight schedule to Senior management team. - Process the month end clearance for the UNHAS payment and provide all supporting documents. - Follow up on the visa applications for all staff visitors and make sure the approval are obtained on time. - Coordinate the pre arrival requirements for all international staff/visitors and communicate with them. - Maintain and update all international visa tracker, carbon emission report tracker.

This job description is not exhaustive and additional tasks in the remit of the role may be added / removed according to operational changes.

Qualifications

REQUIREMENTS: (Qualifications, Skills and Abilities)

A. Education: Relevant university degree (Business Administration, Business English, Law, Human Resources, Psychology) Additional professional qualifications in HR is key in delivering in this role

B. Experience: ------------------

- 2 years’ experience in HR (preferable 1 year in HR work as Assistant or Officer at NGOs supporting similar country programs in conflict and post conflict situations) - Substantial and meaningful knowledge in policies & procedures of Yemeni Labour law. - Knowledge & good skills with computer; MS office, internet/emails, and spreadsheet excel databases. - Strong HR Systematic and good administrative skills, appropriate HR background and experience - Full understanding of HR functions and best practices. - Experience with database management including leave tracking

C. Skills and Abilities: ----------------------------

- Very good written and verbal skills in both English and Arabic language. - Ability to carry out responsibilities independently with minimal technical support. - Good interpersonal skills that function across a diversity of multi cultures work environment. - Good facilitator, standout colleague with flexible attitude in solving problems. - High level communication, influencing and coaching skills. - Excellent interpersonal and time management communication skills, both verbal and written. - Excellent people skills, culturally sensitive with the ability & interest to work in a multi-cultural team. - Strong digital literacy: e.g., Windows, MS office programs, word, excel, internet/email. - Careful of details in document reviewing and correcting.

D. Proficiencies: -------------------------

- Active listening and effective communication. - Critical thinking and problem solving. - Professionalism and work ethic. - Receptive and Resilient. - Positive Interpersonal interactions

Professional Standards: ---------------------------

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability and Equity. In accordance with these values, the IRC 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.