HR and Admin Assistant

Overview

To focus and ensure compliance with DRC procedures and guidelines within the country office, contributing to the administration and support of running Hama office and community centers in Homs-Hama.

Key Responsibilities

• Ensure Hama office premises are appropriate, safe and functioning.
• Oversee all aspects of office maintenance and cleanliness.
• Maintain and update lease agreements and coordinate the renewal of leases for office premises.
• Act as the focal point for liaison with landlords in Homs & Hama.
• Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures.
• Daily supervisory of the office cleaner to ensure overall efficiency.
• Responsible for raising PRs for Framework agreements of hotels for accommodation for conference facilities.
• Liaise with Supply chain for all Administration processes taking an example purchase of supplies, drinking water etc.
• Ensure payments for all administration related costs are timely paid. E.g. utility payments
• Creating/ renewing staff DRC IDs in the country office and supporting Area Office colleagues in printing their IDs.
• Run the generator and follow up with maintenance procedures.
• Ensure smooth running of Homs & Hama recruitment process from A to Z, for the positions category from Band H2 to K.
• Prepare Employment contracts/amendments and end of employment contract notices for Homs & Hama staff.
• Prepare or extend Casual contracts and maintain all timesheets of casual workers in Homs & Hama offices.
• Support with all the Heavy user roles.
• Hiring and separating employees in Homs & Hama office.
• Renewal of contracts in the system for Homs & Hama staff.
• Updating leaves for Homs & Hama staff.
• Performance management and development processes and procedures of the staff under Homs & Hama offices.
• Ensuring probation objectives, followed up with relevant managers and staff.
• Formal PADA exercise at end of the year.
• Coordinate the orientation process and help new staff with onboarding for all staff at Homs & Hama offices.
• Ensuring new hires onboarding processes (contracts, Social Security, Medical Insurance, DRC ID, Dynamics account, new hire forms, etc.) are complete within the specific time frame.
• Ensure Technical area specific induction is done.
• Exit and clearance processes of the staff under the Homs and Hama Office.
• Record keeping includes personal files of the national staff in Homs & Hama.
• Creating/ renewing staff DRC IDs for Homs & Hama staff.
• Prepare Certificate of service and bank statements for Homs & Hama staff.
• Coordinate and ensure that HR documents are being sent and received properly to field offices and vice versa.
• Follow up with staff by submitting their timesheets on a monthly basis.

Required Experience

• Minimum 2 years of relevant work experience.
• International NGO experience is an asset.
• Experience with carrying out admin tasks.
• NGO experience
• Experience with ERP system(s)

Qualifications

Bachelor’s degree in Social Sciences, Business Administration, Humanities or related field.

Other Details