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HR/Admin Officer

Sanaa

  • Organization: DRC - Danish Refugee Council
  • Location: Sanaa
  • Grade: Junior level - Junior
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

Job description

Job title: Human Resources and Administration Officer

Employment category: Band H1

Reporting to: HR/Admin Manager

Direct reports: N/A

Location: Sana’a

Unit/department: Human Resources-Administration

Location: Authorization level: As per IDRA

Overall purpose of the role:

 

This role has an area focus and ensures compliance to DRC procedures and guidelines within the area. The HR Admin officer role contributes to the implementation of HR activities in the country office and provide technical support countrywide with more focus on the DRC South Operations. Under the supervision of HRA Manager and technical guidance from HR Specialist, the HRA Officer will provide support in dynamics, HR module and ensure that HR information and staff are well using the system.

Responsibilities:

 

General

· Ensure a solid understanding of DRC’s HR manual and other administrative procedures.

· Ensure staff compliance with human resources polices, as per DRCs HR manual.

· Ensure timely filing and payment of social security to local authorities.

· Prepare annual holiday calendar and ensure it is circulated to all staff.

· Serve as the primary source of HR knowledge in response to employee and/or supervisor requests, be well versed in DRC HR Policies.

 

Recruitment (Regular staff)

 

· Maintain a database of budgeted positions vis-a-vis status number of vacant positions and work towards providing suitable manpower for vacant positions.

· Get directions from the HR & Admin Team Leader /Support Service Manager about the new positions, contribute actively in planning the recruitment cycle of such new requirements and implement them.

· Screening and longlisting the candidates and provide the results for hiring managers with consultation AM/Support Service Manager.

· Conducting and planning the interviews with in coordination with projects heads for all candidates

· Generate offer letters; contract letters for the selected candidates issue them.

 

Human Resources 

Ensure the general HR standards & procedures defined in DRC Operations Handbook are applied and compliant at all times 
Support with all phases of recruitment 
• Assist Senior Management Team/Support service Manager in elaboration of individual development plans for employees

reflecting DRC vision, values and long term strategic priorities 

• Prepare and update briefing/induction packages for new staff and oversee/coordinate the induction process 
Assist with the Performance & Development Process 
• Coordinate and develop a DRC training scheme for DRC employees with the help of the DRC Learning Catalogue 
• Draft new and renewed contracts and other personnel-related issues with special attention to compensation and benefits 
Prepare, advice and oversee staff leaves and absences.  
Assist with the management of staff complaints through DRC established mechanisms and ensures DRC Code of Conduct is understood and abided at all times 
• Focal point for the liaison with Health Insurance Company on all related issues & serve as the liaison with service providers on

all staff health insurance issues.  

• Support staff development activities including promoting the DRC Learning Catalogue.

 

Administration.

 

· Deal with all administrative aspects of general office and housing, including necessary repairs &

maintenance are complete in a timely manner, with finalizing and making sure, the payments are paid accordingly. 

•Manage all contract arrangements with lessors and ensuring that contractual obligations are

adhered to. 

•Lease new offices and houses by selecting suitable location and prepare contracts with close

collaboration with security focal points. 

•Establish central mail recording system and filing system. 
•Ensure each DRC staff member have an Identification card (ID) with the period of validity in

accordance with the employment contract. 

•Ensure staff members sign an equipment voucher and this is field in Personnel File. 
•Responsible for providing efficient and effective office administration. 
•Translate of documents (Arabic to English and vice versa) upon request. 
•Create and maintain all relevant administrative documents.

Experience and technical competencies: (include years of experience)

 

· At least 3 years’ experience as an HR and Administrative generalist, including recruitment, performance management, compensation, training and development and Office Administration

· Top-tier written presentation and verbal communication skills

· Ability to convey information effectively and solid experience providing training and staff development in English and Arabic.

· Proven sense of professional discretion, integrity, strong ethics and ability to manage delicate situations diplomatically and lead to effective resolution.

· Excellent management, interpersonal and negotiation skills and a demonstrated ability to promote harmonious/cohesive teamwork, in a cross-cultural context.

· Proven ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional grace.

· Highly collaborative and able to establish positive working relationships with senior level management and all other stakeholders to maximize cooperation and productivity.

· Proven ability to lead by example and foster mentoring relationships.

· Very strong proficiency in MS Word, Excel, and PowerPoint is required.

· Desire to continually learn and develop.

· Analytical thinking, service oriented and team player.

· Proven ability to manage large and varied workloads, and deal constructively with stress and periods with long hours.

· Proven ability to prioritize tasks, meet deadlines and work with limited supervision.

Education: (include certificates, licenses etc.)

Essential qualification

· Bachelor’s degree in HR management, Business Administration, or related field.

· Or Good relevant experience in the same field.

Core  

competencies

Basic

Advanced

Expert

Striving for excellence

Collaborating

Taking the lead

Communicating

Demonstrating integrity

Find the definition of DRC’s Core competencies here

Languages: (indicate fluency level)

§ Fluency in both written and spoken English and Arabic.

 

Key stakeholders: (internal and external)

· HR/Admin Team Leaders

· HR/Admin Manager

· All support and programme teams.

· Landlords, insurance company representatives

 

 

¨Basic: I master the essentials, but may at times need help from others

¨Advanced: I can work independently at full professional level.

¨Expert: I am the go-to person when others need help.

 

The Job description may not exceed two page

 

This vacancy is now closed.
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