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Area Admin and HR Assistant

1.00 to 10.00 Years   Amman, Jordan   18 Nov, 2022
ACTED
1 Jobs Openings
Job LocationAmman, Jordan
EducationNot Mentioned
SalaryNot Mentioned
IndustryNon-profit Organization
Functional AreaNot Mentioned

Job Description

JOB PURPOSEThe HR/Admin Assistant is responsible for preparing and following on all matters related to administrationand human resources concerning the staff working in the Mafraq base, Jordan; including but not limited tocontracts? management, attendance, vacation, premises, in line with ACTED guidelines? The HR/AdminAssistant is managed by senior HR Officer.DUTIES AND RESPONSIBILITIES1. Attendance sheets:

  • Monitoring attendance sheets of staff on daily basis.
  • At the end of each month, all attendance sheets should be checked and approved by line managers.
  • At the end of every month, the HR Assistant is responsible to collect and review the attendance sheets
and leaves attached.
  • Supporting the project team with monitoring attendance sheets of CFW on daily basis.
2. Leaves:
  • Making sure HR has always enough copies of Leave request form as hard copies.
  • Making sure all leaves are complete, signed, and checked with attendance sheets. (Leaves should be submitted to HR department 48 hours prior to the date of the leave requested).
  • Updating leaves FU table on the server
  • Adding the number of day?s staff takes on weekly basis on the table.
  • Add the TOIL calculated to the staff leave balance every month.
  • Send the updated leaves? table to all managers at the beginning of each month.
  • Update the leave FU for the managers every two weeks and share it with the teams.
3. TOIL and Overtime:
  • Making sure HR always has enough copies of TOIL and OT forms as hard copies and scanned copies.
  • Making sure all documents of TOIL and OT are filled correctly and signed.
  • Calculate all OT and TOIL on the 16th of every month.
4. Recruitment:
  • Ensure that Terms of References are prepared by the line-manager and approved prior to the release of the vacancy announcement;
  • Ensure that all recruitment have been pre-approved, notably in terms of budget.
  • Prepare advertisements of vacancies for national staff (ACTED North Jordan) and follow up on the recruitment process, as per the recruitment plan.
  • Ensure the collection of all required documents of applicants, as indicated in the ACTED HR Manual;
  • Conduct the review of the CVs and long listing of the applications, based on the requirements of the job description by support from the Senior HR officer for NJ .
  • Follow up on the short listing of the candidates by the recruitment committee and organise the interview/test. Ensure contacting the candidate?s references (?Reference Check?) prior to offering the position;
  • Collect all information required for personal folder (ID card, photos, ?recruitment package? etc.),
  • Prepare the contract in line with ACTED?s templates and follow up on any renewal, amendment, resignation, or termination.
  • Ensure that the new staff receive proper induction and are made aware of their rights and obligations
5. Filing & Scanning :The HR/Admin Assistant shall be in charge of ensuring that there is an accurate and efficient filling system, in line with ACTED?s requirements, in hard and soft copy. H/She shall also be in charge of ensuring that the documentation flow between base and Capital office is properly conducted. In this regard, H/She shall put in place accurate folders (recruitment, CVs, memos?) notably personal folders as follows:
  • Create personal folders for national & international staff at the day of their arrival.
  • Ensure confidentiality of personal folders;
  • Ensure a follow-up/update of the personal folders from bases and capital on 1st week of N+ month.
6.Compliance/Audit:The HR/Admin Assistant shall be in charge of reviewing and following up on any audit finding, recommendation and of providing all the necessary information to the audit team.

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