Human Resources Assistant at Premiere Urgence Internationale (PUI)

General Objective / Summary

• Under the supervision of the Administrative Manager, the Human Resources Assistant assists him/her in all the activities related to human resources management at the base office.

Responsibilities and Tasks
Administrative management & follow-up:

• Organize the necessary personnel and contractual documents for all base staff
• Ensure that all HR files are complete and updated
• Manage the physical and electronic archival of HR files as per the archiving and filing process
• Prepare administrative equipment of base staff (ID cards,, medical insurance cards, etc.)
• Record minutes of meetings when asked by the line manager
• Receive and compile any claims from base national staff, and report them to his/her line manager
• Prepare, compile and share mission documents on a weekly basis (job announcements, recruitment follow up, etc.)
• During onboarding of new staff, prepare all documentation for base staff to ensure they benefit from all social covers offered by PUI
• Update the base internal contact list on a monthly basis by compiling and verifying data received from bases
• Prepare the HR files for audit and verification visits
• Assist the Admin manager in the preparation of meetings when needed.

Human Resources management for national staff:

• Maintain confidentiality of HR information
• Assist the Admin Manager in the implementation and respect of HR policy and procedures
• Prepare local staff contracts and amendments and ensure each staff is aware of contract terms & conditions
• Keep track of the base staff leaves and update concerned tools accordingly
• Follow up on the evaluation/appraisals deadlines for national staff and inform their managers accordingly
• Regularly update the Base HR database,
• Ensure the respect of terminatioon procedures and prepare all necessary documents
• When delegated, update the base key staff organizational charts.

Recruitment:

• Maintain and ensure the completion of all recruitment documents in HR files
• File and archive the resumes received on the email address and transfer them to recruiters
• Be the focal point for the communication with candidates throughout the whole process
• Schedule technical tests and interviews
• Assist the Admin manager in the recruitments at base level and attend interviews when needed
• Prepare the integration of any new employee.

Capacity building:

• Assist in identifying training institutions as per the identified needs
• Assist the line Manager to organise or plan trainings
• Archive training certificates and attendance sheets in HR files as per the archiving process
• Forward to line manager the identified skills to be improved that were reported in performance appraisals
• Update the concerned tools according to trainings received.

Payment:

• Collect, monthly, the advances on salaries request
• Update all changes related to change of bank account for Base staff in the HR data base.

Priorities of the Department:

• Assist in the good application of the ISR and guidelines
• Digitalization of the HR files Assist in the physical and electronic archival of hr files as per the archiving and filing process
• Ensure a confidentiality on all HR matters
• assist in the implementation of capacity building plan
• follow up on the evaluation/appraisal deadlines for national staff
• Ensure that all THE base staff are well registered to benefit of all social and medical coverage provided by PUI.

Qualifications

• Interested candidates should possess a Bachelor's Degree with 3 - 5 years experience