Accountabilities - Under supervision of the Project HR Manager managing personal files in order to ensure accuracy, compliance and on time payments.
- Updating the HR database and personal files to facilitate HR processes management.
- Updating Social security Tax office files in order to meet legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance
- Preparing employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
- Preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
- Following up of all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative
- Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project HR Manager in translating documents into local language and assisting in meetings upon request.
Additional HR/ Admin tasks delegated by the Project HR Manager - Under the supervision of the Project HR Manager manages the employee HR processes from the signature of the letter to the end of the contract in compliance with NES Internal Regulations.
- Under the supervision of the Project HR Manager supports project managers, supervisors and employees with the Performance Management process, including ensuring completion of Performance Management process for all project employees and training.
- Under the supervision of the Project HR Manager develops and delivers HR training for project staff, including but not limited to, Welcome to the organizarion, CoC and On boarding;
Files, archives and updates the national staff files: ID's, photos, signed contracts, signed IR, job descriptions, dependents’ forms and various individual documents according to NES archiving policy Assists to plan & follow-up of employees’ leaves, overtime with the supervisors Make sure to monitor the law and the regulations of the country in respect to the obligations of the organization, and inform his/her supervisors on time about the changes/new regulations. Ensure time sheets are fully completed and validated by relevant line managers and supervisors before sending for payment. Together with HR Manager follow up with relevant departments on the staff contract renewal. Timely sharing of staff payroll taxes with finance for payment before the legal deadline. - Keeping track of staff movement in the Guest House for a clear monthly food pot calculation.
- Pre-approve rosters (e.g. watchmen, drivers, and incentive staff)
- Accompanies the HR Manager to any external meeting upon request
- Supporting HR Manager to arrange staffs, visitors, guests and guest-house’s administrative issues such as monthly food, supplies, and WatSan order, and other related issues.
- Supervise the two teams of Cleaners and Cooks, and via the Head of Cleaner and Head of cook plan, lead, and monitor their daily work.
- Prepare the monthly food basket calculation.
- Together with the Fin/HR Manager, Is responsible to organize and prepare the evaluation of the cleaners and cook/s.
- When requested; to cover role of Finance Assistant (Annual Leave gaps & Sick Leaves)
Administrative follow-up Recruitment - Under the supervision of the Project HR Manager manages the employee HR processes from the development of the vacancy to the signature of the offer letter.
- Under the supervision of the Project HR Manager ensures that the recruitment policy is applied for all staff recruitment.
- Under the supervision of the Project HR Manager ensures that all recruitment documents are archived in compliance to the recruitment and archive policies.
- Assist in translation of recruitment documents
- Encodes information into Homere and SP, keep Homere and SP updated and complete
Compiles monthly payroll data for all the national staff in order to ensure the punctuality and accuracy of staff payroll. Timely preparations of salary advances & month end salaries according to the shared payroll calendar by PAM. Ensure payroll validation according to payroll validation process Prepare monthly payslips for all staff Follows up of national staffs’ personal information is encoded and attached in Homere (JD, contracts, information regarding dependants, events, etc.) Ensures that all Homere software are updated with new parameters, statistics, exchange rates etc. Works with PAM on all Homere related queries. Answers questions coming from the coordination (PAM) regarding Homere
Homere and Share Point (SP) Management Link with Local Authorities - Our Project in Hassakeh works in close collaboration with Hassakeh Health Committee (HC) by supporting 2Clinics. HR Assistant will support HR Manager in administrative management of Incentive staff.
- HR Assistant will work closely with incentive Admin Manager on staff roster and HR database
- In collaboration with incentive Admin Manager, to follow-up on monthly incentive staff attendance required for organisation supported facilities.
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