1464 views20 applications

HR/Admin Assistant

Background on ACTED:

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED is active in 37 countries and implements more than 380 projects a year reaching over 18 million beneficiaries with 160 international staff and more than 3,500 national staff.

ACTED has been operating in Libya since 2011, currently delivering assistance from its field level offices in Tripoli, Benghazi and Sebha with support from 12 international and 60 national staff.  ACTED’s ongoing programming aims to respond to the country’s most pressing emergency needs whilst building the resilience of communities through support to civil society and local governance. This includes an unconditional multi-purpose cash program, protection monitoring, helpline, and referral services, and quick impact projects (QIPs). Furthermore, ACTED is offering capacity building, grants, and networking opportunities to civil society and local governance actors under its Civil Initiatives Libya (CIL) program.

Position Profile:

• Position: HR/Admin Assistant
• Base: Benghazi
• Gender: Any
• Contract duration: 6 months (TEMPORARY)
• Contract Type: Full-time
• Starting date: 1st-Jan-2022
• Closing date: 25th-Dec-2021

Responsibilities

HR:

1. Attendance sheets:
• Monitoring attendance sheets of staff on daily basis.
• At the end of each month, all attendance sheets should be checked and approved by line managers.
• Supporting the project team with monitoring attendance sheets.

2. Leaves:
• Making sure HR has always enough copies of Leave request form as hard copies with authentic signatures.
• Making sure all leaves are complete, signed, and checked with attendance sheets.
• Updating leaves FU table.
• Adding the number of day’s staff takes on weekly basis on the table.
• Update the leave FU for the managers every two weeks, and share it with the teams.

3. Preparing new staff:
• Let them read and sign his contract, and explain any question about it.
• make an attendance sheet for them, highlighting the starting date on it.
• Issue them Acted ID, and health Insurance card.
• Give them an induction about Acted in general, and about HR procedures in particular.
• Introduce them to all Acted staff and managers.
• Ensure that all new arrivals signs their induction forms and code of conducts forms.

4. Updating all records:
• Making sure the staff list is up to date.
• Making sure contact list is up to date and advertise it to the board.
• Making sure the leaves’ table, health insurance FU table, Warning FU table are all up to date.
• Update Vaccinations lists of staff on monthly basis.

5. Recruitment:

• Printing the interview records and CVs to prepare it for the interview.
• Call the candidates to set the interviews appointment.
• Conducting and participating in the interviews.
• Shared the interviews schedule with the HR Officer and with the line Manager.
• Inform the nominated candidates with the joining date and asking them to collect all the required documents.
Admin:
1. Office Management:
• Directories / Contact list Update & Follow up.
• Receive, register and dispatch official letters (IN/OUT)
• Translate Letters Arabic-English-Arabic as requested by Coordination/Administration
• Keep register for Acted (Benghazi/Derna) for references.
• Filing as requested
• Print and scan of documents
• Prepare Notes/Agenda/Planning schedules
• Arrangement of meetings (Meeting room/ensuring participants are on time/providing stationeries for the meeting if needed…)

PLUS ANY ADDITIONAL TASKS THAT MIGHT BE REQUIRED.

Requirements:

• Bachelor’s degree in human resources or related.
• 2 years of experience as an HR assistant.
• Full understanding of HR functions and best practices.
• Excellent written and verbal communication skills.
• Works well under pressure and meets tight deadlines.
• Highly computer literate with capability in email and MS Office
• Fantastic organizational and time management skills.
• Meticulous attention to detail.
• Ability to accurately follow instructions.
• Highly proficient in written and spoken English and Arabic

How to Apply:

• To Apply: We look forward to receiving both: Cover letter+ your CV with 2-3 references attached by email to: benghazi.jobs@acted.org
• THE POSITION YOU ARE APPLYING FOR HAS TO BE SUBJECTED IN YOUR EMAIL, OTHERWISE YOUR CV WILL NOT BE CONSIDERED.
• Please note that in line with ACTED-terrorism policy, and in accordance with donors’ compliance requirements, ACTED reserves the right to carry out anti-terrorism checks on its board members, staff, volunteers, consultants, financial service providers, contractors and sub-contractors. To this end, confirmation of an employment offer with ACTED will be subject to background checks which may include anti-terrorism screening.