Assistant, Human Resources

Overview

Provide administrative and operational support to Human Resources functions, ensuring accurate and timely implementation of recruitment, employee administration, onboarding, payroll support, records management, and staff separation processes.

Key Responsibilities

• Provide administrative support to recruitment and selection activities, including preparing vacancy announcements, arranging interviews, collecting candidate documentation, supporting reference checks, preparing offer letters and contracts, and assisting with onboarding-related documentation.
• Maintain recruitment trackers and update recruitment records and data in the Lumesse system.
• Assist in preparing recruitment-related documentation, reports, correspondence, and filing.
• Collect, verify, file, and archive candidate and recruitment documentation in accordance with established procedures and record-keeping requirements.
• Process recruitment-related data entries in D365 and maintain accurate recruitment records and documentation.
• Prepare HR documentation, including employment contracts, consultancy agreements, amendment letters, employment certificates, and related correspondence, while maintaining physical and electronic personnel files and HR records.
• Maintain HR archives in both hard-copy and electronic formats, ensuring documents are properly filed and stored according to established procedures.
• Assist in preparing and collecting personnel documentation for local and international staff.
• Assist with onboarding arrangements and preparation of onboarding documentation for new employees.
• Provide administrative support for the preparation of monthly payroll documentation and related HR records.
• Update employee information and records in D365, including personal, employment, position, and organizational data, in accordance with established procedures.
• Assist with end-of-mission administrative processes, including preparation, collection, filing, and archiving of exit-related documentation and scheduling of exit interviews when requested.
• Assist with the preparation and distribution of HR-related communication materials.
• Support the dissemination of information related to HR policies, procedures, systems, and initiatives.
• Provide administrative support in communication and documentation exchange with payroll, insurance, pension, occupational health and safety, and other HR service providers.
• Maintain HR-related documents, templates, policies, and guidance materials to ensure they are properly organized and accessible.
• Assist with maintaining accurate HR records and data within organizational systems.
• Follow established HR processes and support the maintenance of HR documentation and administrative procedures.
• Ensure HR documentation is filed and archived in accordance with organizational requirements.
• Provide administrative back-up support during the absence of other team members as assigned.
• Contribute to effective teamwork and knowledge sharing within the HR team.
• Undertake additional responsibilities and assignments delegated by the Team Leader, Human Resources, and contribute to the effective delivery of HR operations and services.
• Prepare start-of-mission and end-of-mission Travel Orders for international staff.
• Liaise with third-party service providers to arrange IFRC identification cards for newly recruited staff and employees assuming new positions.
• Prepare and distribute visibility packs to staff following the commencement of their employment.
• Support the Admin Team to have accurate records and documentation related to administrative support activities and ensure proper filing and archiving.

Required Experience

1 to 3 years of experience in Human Resources, Office Administration, or in any other relevant office support areas. Experience of facilitating recruitment and onboarding processes. Experience of handling confidential information.

Qualifications

University degree in Human Resources Management, Business Administration, Economics or any relevant field.

Other Details