HR/Admin Assistant



HR/Admin Assistant – Camps

Job description

Organisation: ACTED

Department: HR & Admn

Position: HR/Admin Assistant

Direct hierarchy: HR/Admin Officer

Location: Refugee Camps

Starting date: 17 Sep 2017 (or as soon as possible)

Under direct supervision of HR/Admin Officer, the Admin Assist. will be responsible to ensure efficient and adequate office external communication, internal management of secretary desk & tasks, stationeries, and update of ACTED directories (Camps)
Responsibilities
HR:
1.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 all bases attendance sheets and leaves attached.
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 (adding 1.75 on the 1st day of every month to all staff).
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 has always enough copies of TOIL and OT forms as hard 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.Preparing new staff:

Whenever Acted has a new staff on duty, the HR Assistant is responsible to:
Let him read and sign his contract, and explain any question about it.
make an attendance sheet for him, highlighting the starting date on it.
Issue him/her Acted ID, and health Insurance card (plus medical form and health insurance booklet). (If not ready yet, should follow up to get them ASAP).
Provide stationary pack for newly arrived staff.
Give him/her an induction about Acted in general, and about HR procedures in particular.
Introduce him/her to all Acted staff and managers.
5.Updating all records:
Making sure the staff list is up to date (English and Arabic VERSION), full name, Acted phone number, national number, residency place, Joining date).Â
Making sure contact list is up to date and advertise it to the board.
Making sure the leaves’ table, health insurance FU table, Warning FU table are all up to date. (Including all the new staff names).
6. Recruitment:
Printing the interview records and Cv's to prepare it for the interview.
Call the candidates to set the interviews appointment.
Shared the interviews schedule with the HR Officer and with the line Manager.
Inform the nominated candidates with the joining date and asking him to collect all the required documents.
Sending or calling to inform them by the interview result (apologize by phone or sending regret letter).
Admin:
1.Office Management:
Handle phone system calls, fax machine and printing machine.
Directories / Contact list Update & Follow up
Receive, register and dispatch official letters (IN/OUT)
Translate Letters Arabic-English-Arabic as requested by Coordination/Administration
Keep register for acted for references.Â
Filing as requested
Print and scan of documents
Prepare Notes/Agenda/Planning schedules
Arrangement of meetings (Meeting room/ensuring participants are on time/providing stationeries for the meeting if needed…)
2.Stationeries:
Maintain stationary Stock, ensure evening reception is preparing inventory regularly (every Thursday)
Distribute stationeries to departments.
Provide stationary pack for newly arrived staff
Prepare request / Purchase of stationeries whenever needed

Please submit your C.V in English by email at

zaatari.administration2@acted.org
Mention in the subject of the email the position you are applying to. Closing date for this post will be on the 9th Sep 17