CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The role is essential in supporting diverse HR functions, primarily by aiding in recruitment efforts, gathering onboarding documents from new hires, and issuing Agreements for volunteers and individual contractors. Additionally, they will assist the personnel officer in filing and consolidating staff data and play a role in separation processes. The role also involves maintaining and updating the Volunteers Management System (VMS) and handling various general HR administrative tasks as required.
Strong organizational skills, effective communication, and the ability to collaborate with various stakeholders are crucial for success in this position.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Human Resources Manager
Staff reporting to this post: N/A
KEY AREAS OF ACCOUNTABILITY:
Recruitment of Staff, Volunteers, and Interns:
· Participate in the recruitment process for junior roles and acts as the focal point of contact in sourcing of volunteers, and interns, while ensuring compliance with policies and procedures.
· schedule interviews and conducts assessment tests to candidates, ensuring a seamless and positive candidate experience, and communicate relevant hiring details to both candidates and hiring managers.
· Maintain accurate records of interview outcomes and candidate feedback.
· Facilitate orientation and onboarding activities for new hires, interns, and volunteers.
· Maintain strong relationships with educational institutions for internship and volunteer program partnerships.
Individual consultants:
· Act as the primary liaison between individual consultants and the Supply Chain department.
· Collaborate with Supply Chain to ensure timely issuance of contracts and accurate review of supporting documents.
· File, maintain and update individual contractors’ agreements, and documents.
· Address queries and concerns related to contracts from both internal and external stakeholders.
VMS System Support:
· Serve as the focal point of contact for the Volunteers Management System (VMS) support project.
· Maintain and complete the Volunteers data on the VMS and ensures the data is accurate and up to date.
· Work closely with HR business partner, and hiring managers to troubleshoot issues, provide training, and ensure effective utilization of the system.
· Generate reports and analyse data to enhance the efficiency of the VMS.
Data Consolidation and Support:
· Assist business partners in gathering and consolidating data related to new hires, employment contract changes, employee movements and staff lists.
· Maintain and update monthly records of joiners and leavers.
· Coordinate on the analysis of HR data to provide insights for decision-making.
· Contribute to the development and maintenance of HR metrics and reports.
· Separation Process Support:
· Collaborate with the Compensation and Benefits Officer to coordinate the offboarding process for departing employees (when required).
· Conduct exit interviews and provide feedback to the HR team for continuous improvement (when required).
· Assist in the administration of final pay and benefits processing (separation and clearance
document’s signatures/ when required).
HR Administrative Tasks:
· Work closely with HR Assistant in maintaining an organized and up-to-date filing system for personnel records.
· Review and process social insurance documents, collaborating with relevant authorities when necessary in replacement to the HR Assistant (when applicable).
· Assist in the preparation of HR-related reports and presentations.
Additional Tasks:
· Assist in HR-related projects and initiatives as assigned by the HR Manager.
· Stay updated on industry trends and best practices to contribute innovative ideas to the HR team.
BEHAVIOURS (Values in Practice) Accountability:
· holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
· holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
· sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
· widely shares their personal vision for Save the Children, engages and motivates others
· future orientated, thinks strategically and on a global scale.
Collaboration:
· builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
· values diversity, sees it as a source of competitive strength.
· approachable, good listener, easy to talk to.
Creativity:
· develops and encourages new and innovative solutions.
· willing to take disciplined risks.
Integrity:
· honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS
· Bachelor’s degree in human resources, Business Administration, or a related field.
· Additional HR certificates and/or training is highly desirable.
EXPERIENCE AND SKILLS
· 2-3 years of experience in a similar role as an HR assistant/administrator, or relevant fields.
· Proficiency in English and Arabic languages both spoken and written.
· Working knowledge of Microsoft Office Suit (Excel, Word, Outlook, etc.)
· Excellent organizational skills and attention to detail.
· Ability to work independently and as part of a team.
· Strong communication and interpersonal skills.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
· Address queries and concerns related to contracts from both internal and external stakeholders.
VMS System Support:
· Serve as the focal point of contact for the Volunteers Management System (VMS) support project.
· Maintain and complete the Volunteers data on the VMS and ensures the data is accurate and up to date.
· Work closely with HR business partner, and hiring managers to troubleshoot issues, provide training, and ensure effective utilization of the system.
· Generate reports and analyse data to enhance the efficiency of the VMS.
Data Consolidation and Support:
· Assist business partners in gathering and consolidating data related to new hires, employment contract changes, employee movements and staff lists.
· Maintain and update monthly records of joiners and leavers.
· Coordinate on the analysis of HR data to provide insights for decision-making.
· Contribute to the development and maintenance of HR metrics and reports.
· Separation Process Support:
· Collaborate with the Compensation and Benefits Officer to coordinate the offboarding process for departing employees (when required).
· Conduct exit interviews and provide feedback to the HR team for continuous improvement (when required).
· Assist in the administration of final pay and benefits processing (separation and clearance
document’s signatures/ when required).
HR Administrative Tasks:
· Work closely with HR Assistant in maintaining an organized and up-to-date filing system for personnel records.
· Review and process social insurance documents, collaborating with relevant authorities when necessary in replacement to the HR Assistant (when applicable).
· Assist in the preparation of HR-related reports and presentations.
Additional Tasks:
· Assist in HR-related projects and initiatives as assigned by the HR Manager.
· Stay updated on industry trends and best practices to contribute innovative ideas to the HR team.
BEHAVIOURS (Values in Practice) Accountability:
· holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
· holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
· sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
· widely shares their personal vision for Save the Children, engages and motivates others
· future orientated, thinks strategically and on a global scale.
Collaboration:
· builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
· values diversity, sees it as a source of competitive strength.
· approachable, good listener, easy to talk to.
Creativity:
· develops and encourages new and innovative solutions.
· willing to take disciplined risks.
Integrity:
· honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS
· Bachelor’s degree in human resources, Business Administration, or a related field.
· Additional HR certificates and/or training is highly desirable.
EXPERIENCE AND SKILLS
· 2-3 years of experience in a similar role as an HR assistant/administrator, or relevant fields.
· Proficiency in English and Arabic languages both spoken and written.
· Working knowledge of Microsoft Office Suit (Excel, Word, Outlook, etc.)
· Excellent organizational skills and attention to detail.
· Ability to work independently and as part of a team.
· Strong communication and interpersonal skills.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.