HR and Administration Assistant

Contract

This is a DRC - National contract. More about DRC - National contracts.

HR and Administration Assistant

Duty Station [Khokha]Yemen

Who are we?

The Danish Refugee Council (DRC) has delivered humanitarian relief and development programming in Yemen since 2008. DRC focuses on supporting refugees, migrants, and people displaced by conflict and natural disasters, working especially in areas with access challenges. DRC engages in protection, emergency, WASH, and mine risk education programming among other sectors, and has hub offices in Sana'a, Aden, Hodeidah, as well as several other locations throughout Yemen.

In response to the critical and constantly evolving humanitarian situation in Yemen, DRC has assumed a leading role in coordinating response at IDP hosting sites. Working at IDP sites involves working together with international and local organizations in order to coordinate implementation of humanitarian activities, support community-based site management mechanisms, and monitor standards, needs, and gaps..

Overall purpose of the role: Responsible for performing general Human Resources and Administration functions, playing a key role in the overall HR functions

including staff recruitment, contract preparations, staff leaves/attendance and time-sheets tracking.

This role ensures compliance with DRC procedures and guidelines within the base.

Responsibilities:

Human Resources-General:

• Coordinate and assist with HR officer for HR functions related to Mocha and khokha office staffs’.
• Assist in ensuring staff compliance with human resources policies as per DRC's Operations Handbook and local HR Handbook.
• Ensure leave. recruitment and training tracks are updated on a regular basis.
• Assist in communicating with interview candidates and scheduling for tests and interviews.
• Prepare employee contracts with guidance of HR Adm officer and Support services Team Leader.
• Ensuring the following are accurate, complete and up to date: -personnel files, administration of health insurance
• scheme, social security.
• Assist managers and staff on effective performance management and administer the collation of performance management
• documentation
• Ensure new staff receive appropriate orientation and induction with coordination with HR officer
• Ensure clearance and debriefing is carried out for exiting staff
• Support staff development activities including promoting the DRC t earning Catalogue.
• Any other task delegated by HR officer or Support Services Team Leader.

Attendance and leave management:

1. Track the attendance of all staff day-wise in provided finger print as per organization requirements and communication.
2. Track leave database, and eligibility. availed and closed balances of leaves for staff in excel format.
3. Provide this information on a monthly basis to the HR officer & Head of the office.
4. Collect & verify timesheets from DRC south staff and submitted to the HR officer.

Recruitment (casuals & Regular (below officer level):

1. Maintain a database of budget positions vis-a-vis current status, and number of vacant positions and work towards providing

2. suitable manpower for vacant positions.

3. Get directions from the Head of office/Operation Manager about the new causal positions, contribute actively in planning
4. the recruitment cycle of such new requirements and implement them.
5. Generate offer letters; contract letters for the selected candidates issue them.

Staff insurance/benefits:

• Follow up with CO or insurance service provider staff issues This includes adding or terminating employees from the benefit programs and helping to answer questions or resolve benefit-related issues that may arise.

Administration:

• Coordinate and assist with Admin Officer for administrative management of Mocha and Khokha office/s and Guest House/s
• Ensure that all office systems and equipment (power, water, telephone, photocopier, fax, etc.) are in good working order.
• Make sure that payment of office and guest house utilities bills are on time .
• Responsible for office supplies, administration, management and timely procured through supply chain team.
• Responsible for necessary repairs & maintenance in a timely manner in coordination with the Admin Officer and supply chain staff.
• Support Admin Officer for all contract arrangements with lessors and ensure that contractual obligations are adhered to.
• Establish a central mail recording system and filing archiving system.
• Ensure that DRC staff have identification cards (lD) with the period of validity in accordance with the employment contract.
• Any other task delegated or ask to do by Admin officer or Support Services Team leader.

Experience and technical competencies: (include years of experience)

Essential:

• Minimum at least one-year of relevant work experience in a similar field.
• Advanced English proficiency
• Fluency in local language.

Education: (include certificates, licenses etc.)

• Bachelor's degree in HR management, Business Administration, or related field.

All DRC staff members are expected to demonstrate the following core competencies:

• Striving for excellence – constantly and actively seeking ways to develop professionally.
• Collaborating – working respectfully with DRC staff, partners, beneficiaries, and other stakeholders.
• Taking the lead – showing positive initiative in situations where leadership is required.
• Communicating – ability to listen, give space, and convey thoughts and ideas to others respectfully.
• Demonstrating integrity – adhering to high personal and professional ethical standards.

Language: (indicate fluency level)

• Fluency in both written and spoken English and Arabic.

Key stakeholders****: (internal and external)

• HR/Admin Team Leader.
• Support Services Manager.
• All support and program teams, but especially

Finance.

• Landlords, insurance company representatives
• Senior management team.

We offer

DRC will offer the successful applicant a contract ending on 31 December 2023, renewable based on both funding and performance.

Duty Station (Based in Khokha)Yemen:

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment. This position will be placed at Band (NMI), level (1) and will be reporting to the Support Services Team Leader.

Application process

Are you Interested? Then apply for this position by clicking on the apply button or the link below. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note. CV only applications will not be considered.

Females are encouraged to apply for this position****.

https://candidate.hr-manager.net/ApplicationForm/SinglePageApplicationForm.aspx?cid=1036&departmentId=19111&ProjectId=166741

If you have questions or are facing problems with the online application process, please contact asala.abdullah@drc.ngo. Or you can submit your CV and Cover letter to DRC Khokha or Mocha office ( guards) and sign CVs reception form, stating date and position.

DRC provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, color, religion, sexual orientation, age, marital status or disability.

DRC encourages all applicants to apply and does not practice any discrimination in any recruitment process.

Applications close on 7 of January 2023 at midnight (local-time). Applications submitted after this date will not be considered.The interviews are expected to take place, in two weeks after advertisement closing date.

Need further information?

For more details on this position, please contact [email protected].

Please note that applications sent directly to [yem-recruitment@drc.ngo] will not be considered.

For further information about the Danish Refugee Council, please consult our website www.drc.ngo.