ROLE PURPOSE:
Under the supervision of the HR and Administrative Officer, the HR/Administrative Assistant will oversee administrative functions for Central and South Area Office, including maintenance & stationary of office, lease agreements tracking and compliance, and other administrative arrangements. The HR/Admin Assistant is also responsible for providing support in the various HR functions, which include recruitment, induction, and personnel files.
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.
CHILD SAFEGUARDING:
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore, a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
SCOPE OF ROLE:
Reports to: Human Resources and Administrative Officer
Staff reporting to this post: Human Resources Volunteer
KEY AREAS OF ACCOUNTABILITY:
Under the supervision of the HR and Administrative Officer, the HR and Admin Assistant will perform the following duties and responsibilities:
Human Resources:
- Assist the HR and Administrative Officer in personnel related activities as required;
- Manage and promote employee understanding and adherence to personnel policies;
- Help in maintaining a filing system;
- Assist in preparing contracts for new joiners (Regular & Non-regular staff).
- Assist in conducting interviews for regular and non-regular staff.
- Assist in monthly Annual Leave reconciliation.
- Follow up on the inductions of Child Safeguarding, Fraud, Harassment & Sexual Exploitation Policies to new employees and volunteers, in coordination with HR colleagues, line managers and other Focal Points.
Administration:
- Responsible for the correct implementation of the SCI HR and admin policies and procedures;
- Set-up and maintain filing systems for records, correspondence and other material related to administration files;
- Oversee the maintenance of North area office and accommodation facilities;
- Develop and maintain a tracking system for lease agreements;
- Assist in identifying guesthouses, furniture, warehouses and other related issues upon need;
- Ensure that all office and guesthouses assets and equipment are in a good condition, and follow up on any maintenance needed or repairs;
- Facilitate reservation of accommodation for visitors and workshop participants;
- Develop and maintain a tracking system for all items received by staff (IDs, Keys, Vests, etc.);
- Manage cleaners in the office and guesthouse.
General
- Ensure that SCI activities are implemented in accordance with SCI policies, SCI child protection strategy and national guidelines and frame works;
- Comply with Save the Children’s policies and practices with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
QUALIFICATIONS
- Business Administration degree or equivalent. Diploma or certificate course in HR, Administration or Personnel Management will be an advantage.
- Fluent in written and spoken English and Arabic.
EXPERIENCE AND SKILLS
- 1-2 years relevant working experience, preferably for an INGO.
- Excellent interpersonal communication skills, including the ability to maintain confidentiality.
- Excellent time management and organisational skills.
- Good understanding on issues related to HR, administration and office management.
- Additional qualities: ability to multitask, ability to handle pressure well, ability to improvise, flexibility, cultural and environmental sensitivity.
- Commitment to Save the Children’s vision, mission and values.
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.
