HR Assistant (Data & Info. Systems)

Job Description

Job Description Job Title: HR Assistant (Data & Info. Systems) Band/ Level / Grade: 9A Department: Operations Location: Yemen | Aden Overtime Eligible: per local law

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 an 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 Assistant to support in the day-to-day Human resources tasks including but not limited to contract management, leave management, and central staff filing & archiving.

JOB SUMMARY:

Under supervision of Deputy Human Recourses Manager. HR Assistant (Data & Info. Systems) will support for onboarding of National staff, contract management, maintaining staff database, performance management, time and leave management and supporting HR in the field offices and other human resources duties.

WORKING RELATIONS: - Regular and open communication on day-to-day tasks with HR focal points in all field locations. - Communication with Deputy HR Manager regarding HR data collection requests from all field locations.

MAIN RESPONSIBILITIES: Contracts & Filing Management: - Maintain an oversight on contract periods & initiates discussion on extension review through line managers. - Responsible for preparing bilingual employment status letters including but not limited to; contract amendments, extensions, allowances, notice of termination & contract ending, extension of probation period. - Updating HR benefits lists of insurance and employee directory, focal point on employment status letters as supporting documents for payroll implementation - Upon hiring new staff ensure sharing an onboarding package and request new hire documentation from the new staff. - Collaboration with Recruitment Team and ensure receiving accurate supporting documentation for all newly recruited staff from them. - Ensure that signed paper documents and staff files are filed in compliance with IRC policies. - Responsible updating employee tracker checklist upon filing new documents in staff file. - Support and direction to management team (managers and coordinators) on change of statues, promotions, and staff relocation procedures. - Ensure all HR team in the field uses updated forms and letter heads in compliance with the main office. - In liaison with the Deputy HR Manager maintain and ensure an accessible, central filing system; ensure orderly archiving of official human resource documents.

Leave/Timesheet management: - Custodian of leave application forms for national staff in Aden. - Verification of leave prior to approval and updating the leave tracker for all staff on a weekly basis. - Communicate with staff health advisor on sick leave verification and follow up the advice to relevant staff. - Send monthly timesheet communication and receive approved timesheets/leaves of staff in Aden office. - Ensure receiving accurate & correct timesheet documents from HR focal points in all field locations. - Updating the timesheet tracking schedule on monthly basis and sharing it with Deputy HR Manager - Update the Deputy HR Manager of leave utilization by staff to prevent undue levels of accruals. - Ensure that all relevant trackers are up-to-date and supported by relevant documents: leave tracker, timesheet database, master contract list etc. - Receive the leave planner from all departments and update on cloud storage. - Generate on a monthly basis from finger/faceprint system relevant report on staff attendance upon request. - Responsible of guiding the employees on leave and timesheet module on HRMIS.

On-boarding and staff orientation: - Requesting creation and deletion of IRC emails for staff through IRC people’s directory. - Working with Deputy HR 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.

Performance Management & Training coordination: - Supports the Deputy HR Manager in follow up on performance management process for IRC Staff. - 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.

Support to HR in Field locations: - Support and assist in coordinating HR communications between other field offices. - Consolidate requested data and reports from all field locations and submit to Deputy HR Manager. - Ensure that standard IRC forms are made available to the field, and they are applied in appropriate manner.

Reporting and Database management: - Ensure updating of all trackers, leave & timesheet databases, master contract list for all staff, HR Admin weekly, monthly HR metrics report & other adhoc reports prepared & consolidated for management use as appropriate. - Any other related HR duties as per requested by supervisor.

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 preferable (Business Administration, Business English, Law, Human Resources) B. Experience: - Minimum 3 months up to 1 year experience in HR (preferable fresh graduate interested in HR or Intern at NGO) - Knowledge & good skills with computer; MS office, internet/emails, and spreadsheet excel databases. 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.

IRC is an Equal Opportunity Employer: IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, age, marital status, or disability. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.