HR Assistant

DEPARTMENT PURPOSE: The Human Resources department is responsible for people strategy; ensuring efficiency and effectiveness in delivery of Oxfam’s human resource operations, whilst ensuring consistency and transparency in line with OGB policies, procedures and systems.

TEAM PURPOSE: The HR team is responsible for providing quality HR services support to Oxfam’s Syria Program. Working with other members of the HR team, the post holder role will be responsible for contributing to the objectives and delivery of HR Function. The Country HR Manager provides matrix line management to all field location HR teams.
Ensuring implementation of OGB HR approved policies, procedures and processes, compliance of HR minimum standards and delivery of agreed Key Performance Indicators.

JOB PURPOSE: Provides administrative support for HR and related projects, whilst coordinating and analysing information and trends related to staffing, organizational effectiveness, training and development, reward and benefits compensation.

Establish, administer, and communicate sound policies and practices that treat employees with dignity and equality while maintaining compliance with applicable law, policy and regulation.

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)
Induction:
•Support HR Manager in scheduling induction for new joiners.
•Monitor and ensure that induction meetings are done timely and induction checklist is updated, signed and filed in personal file.
•Ensure file management is properly done, personal files and HR files are maintained and secured.
•Manage and maintain staff leave, R&R, time sheets and attendance schedules.
•Share joiner leavers list with security on regular basis.

Recruitment, Contract Management:
•Support recruitment for vacancies, including but not limited to, ensuring prompt long listing and short-listing; screening CV’s; preparing written tests, scheduling interviews; contacting candidates, and writing regrets when needed.
•Ensure that all necessary and related documents for every recruitment is properly gathered and put in relevant file (requisition, job profile, short list, CVs, written tests, regret letters, recruitment summary).
•Ensure that all employment contract templates are updated, in line with the local labour law and Oxfam’s policy.
•Coordinate and facilitate all on boarding processes and have signed completed schedule filed for reference. This include ensure new staff undertake all mandatory courses. Welcome new and transferred employees ensuring that they have the tools and knowledge needed to perform their job properly and get engaged within the Organization, Assuring the proper arrangements of new staff equipment’s (ID, laptop, phone …Where applicable).
•Responsible for the essential part of reference checks in coordination with Oxfam HR Accredited Referee and OGB Reference Team.
•Support in the management and administration of volunteers’ contracts.

Medical:
•Support in ensuring that employee medical records are up to date and that arrangements are facilitated if necessary for any medical treatment that is required.
•Manage relations with medical service providers, monitors medical expenses and ensures medical staff records are handled and kept in a confidential manner.

GOLD:
•Update medicals in GOLD and run GOLD reports for medicals.
•Update GOLD completely, timely and accurately in absence of HR Officer.
•Ensure GOLD reports are provided whenever needed.

Absence Management:
•Ensure that absence (including annual leave and sick leave) is proactively managed.
•Provide leaves record report to Managers on monthly basis.
•Conduct regular quality control checks to ensure data accuracy.
•Coordinate absence data across hubs.

Performance Management:
•Provide support to HR Manager to collect objectives and performance reviews.
•Support in creating awareness and understanding among current and new staff on the code of conduct and safeguarding.

Project support:
•Supporting the HR Manager with key projects as required.
•Ensuring all leavers complete exit interview, analyse trends and make recommendations to the HR manager.
•Any other duties that may be reasonably required of the postholder.
•Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights.
•Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.

EXPERIENCE, KNOWLEDGE & COMPETENCIES

Essential:
•Self-Awareness
•Systems Thinking
•Enabling

In addition:
•Bachelor’s degree in Human Resources, Business Administration, or a related field.
•Bachelor's degree holder Minimum of 2 years of experience in HR role in private or humanitarian sectors, or High secondary education 5 years of experience.
This experience should include HR related roles within the preferably humanitarian or development sector, at either national or international levels.
•Experience in data base and absence management.
•Competency in use of relevant technology systems (MS Office suite, HRIS).
•Well-developed interpersonal and team skills and proven ability to be flexible in demanding situations.
•Commitment to humanitarian principles and action.
•Commitment to Oxfam’s equal opportunity and gender policies.
•Flexibility & adaptability with the ability to work under pressure and in insecure areas.
•Proficiency in English and Arabic both written and verbal.
•Flexibility and willingness to travel up to 75% within Syria as required.
•Pleasant and courteous personality.
•Efficient and organized.
•Possesses initiative, patience, tact, and able to work with minimum supervision
•Sympathy with the aims and objectives of Oxfam.

How to apply

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile through the link:

https://jobs.oxfam.org.uk/jobs/vacancy/hr-assistant-int11856/25105/description/