HR and Admin Officer Yemen Sana'a

Contract

This is a Professional contract, Grade 5 (NRC) contract. More about Professional contract, Grade 5 (NRC) contracts.

Administration

1. Take overall responsibility in management of Office, guesthouse and admin support staff in accordance to NRC policy and procedures.
2. Be responsible of staff domestic travels including transport and accommodations that will involve maintain proper documentation and doing the relevant payment reconciliation.
3. Maintain an appropriate filing, retrieval and archiving system for the office administration section in correspondence with NRC global filing policy and procedure.
4. Ensure that the office stationary, office supplies and guesthouse supplies are order on time that involves raising purchasing requests
5. Be responsible on organizing for NRC events such as seminars, meetings and workshops.
6. Applying, supervising and monitoring aspects of the HR and administration activities based on NRC policies, procedures and Country SOPs.
7. Be responsible on all lease agreement and service contracts and liaise with finance to ensure timely payment of utilities, lease agreements, telephone bills, casual labors, hotel invoices, travel agency invoices, etc
8. Ensure office reception is well managed, organized and attended to, at all times, receiving guests, directing them, as well as receiving and dispatching calls (i.e. seating, visibility, notice board, tidiness, etc.)
9. Day to day management of the guesthouse including direct supervision of cleaners.
10. Provide secretarial support such as typing, takings minutes, drafting letters, and translation of English or Arabic documents etc.
11. To report all administration activities in weekly/ monthly basis to the line manager

HR

1. Work closely with the HR & Admin Coordinator on the recruitment plan for the new and ongoing projects. Be responsible to organise and participate in staff recruitment throughout the process.
2. Deliver administrative and HR induction for all new staff and ensure all SOPs for office and guesthouse are followed.
3. Be responsible to organise and implement induction schedule and orientation of new staff.
4. Ensure maintenance of HR files that includes an effective, efficient and up to date staff records and filing system including contracts, leave, medical, awards, discipline, archiving, etc
5. To manage staff daily attendance sheet and timely submission of the staff timesheet at the area office.
6. Advice and support Line Managers staff in HR processes

7. Coordinate clearance of staff separating from the organization including exit interviews and final dues payments

8. Ensure timely processing of the monthly payroll (if required).

9. In consultation with the HR Coordinator, provide technical input and be the focal point in addressing employee relations issues including staff grievances, disciplinary measures, etc.
10. Plan and advise on the staff performance management and appraisal calendar and content
11. Ensure staff W&D are in place for all staff in the north area.
12. To work closely with the line mangers on the staff capacity plan and develop training calendar
13. Ensure good records of the incentive workers in the line with the country relevant SOP.
14. Update all the HR & Admin Trackers (Recruitments, Casual Worker, leave balances, … etc)
15. Prepare periodic HR reports and planning projections for submission

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Support Staff

• Program Staff

• Labour Office

• Auditors

Scale and scope of position

Staff:

Numbers and titles of staff directly managed by the post-holder, and numbers of staff and daily workers/incentive staff responsible for overall in the unit (Admin Assistant)

Stakeholders:

Key external stakeholders the post has relationships with (e.g. UN agencies, INGOs, governmental bodies)

Budgets:

List of budgets covered by post-holder, and size of budget

Information:

Brief description of the information resources the post-holder is responsible for at CO level (e.g. Agresso )

Legal or compliance:

Brief description of any legal or compliance responsibility the postholder has (term of employment, vendors)