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HR Assistant

NB: the order of the list below does not provide any kind of priorities to the objectives. They are all part of the position & must be reached.

Objective 1: Participates in the creation, deployment and follow up of the HR policies at the base level.

• Ensures the update and implementation of HR procedures and tools
• Contributes to the needed data collection and revision of the HR policies together when required by the HR Country Manager
• Participates in the revision of the HR strategy and follows up in its deployment
• Contributes in the elaboration of the annual HR budget under the supervision of the HR Country Manager
• Organizes, attends and / or leads training sessions for the HR team
• Gives a technical HR support for the managers of the base

 Objective 2: Responsible of the administrative management of the national staff in the base under the supervision of the Support Manager.

• Manages monthly the payroll, the NSSF declaration, and any other legal declaration (to be validated by the Delegation);
• Follows up on the dates of all the end of contracts of the base, to pro actively confirms their end date with management or prepares the renewal;
• Be the first check for all the TOR updates submitted by the managers, before sending them to Delegation for final validation;
• Prepares and sends the updated Organogram every month to the Delegation (before the 5th of the month);
• Checks and updates the HR Stat for the base and sends them monthly to the Delegation (before the 5th of the month);
• Participates to the preparation of all the needed HR files in case of Audit et HR Report for local authorities in case of need.

Objective 3: Takes part of the recruitment, trainings and integration of all the employees

• Organizes the recruitment of all the employees (writes the job offer, does the pre selection, organizes the tests, and the reference checks, updates the recruitment matrix) ;
• When asked by the Support Manager or the Country HR Manager, participates in the HR interviews for the candidates ;
• Organizes and animates the integration sessions for the new employees in the base ;
• Follows up on all the HR Procedures in the base and ensures the appraisals are taking care in a timely manner ;
• Helps the HR Country Manager in the elaboration of the annual training plan and its budget and assists in its deployment

Objective 5:  Ensures a flawless communication and HR information sharing both inside and outside the base

• Organizes, participates and / or animates the information meetings with the base ;
• Participates in the elaboration of the HR Memo and their diffusion to ensure all the concerned employees are awared of those memos ;
• Receives the complaints from the employees and informs accordingly the Support Manager or the HR Head of Country ;
• Participates in the inter-NGO meetings when required and creates the minutes of these meetings for the Support Manager and the HR Head of Country.

Objective 6 : Manages the cleaner

• Participates in the recruitment process of the cleaner when needed;
• Creates the weekly or monthly work plan ;
• Ensures the work is done properly  and in accordance with the TOR ;
• Does the appraisals in a timely manner.

Objective 7 : Report & Capitalization

• Creates and sends, every month, the HR stats to the HR Head of Country and Support Manager ;
• In charge of the filing of all the HR documents, following the procedures (sensitive information, …)

And any other duties seemed relevant to the position and assigned by your manager.