Admin HR Assistant (Mafraq base) - Jobs in Mafraq, Jordan

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 leave forms. ú
• 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 serverú
• 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. ú
• 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.Desired Skillsÿ

Keyskills :