HIERARCHICAL RELATIONS

Under the authority of:

Deputy Area Coordinator and HR & Admin Manager

Responsible for:

The activities in administration and human resources, communication with all staff, DAC, HR and Admin manager in the capital office…and all tasks mentioned in this job description.

FUNCTIONAL RELATIONS

Deputy Area Coordinator and HR & Admin Manager, Area Flats, PMs…

OBJECTIVES

The provincial HR and Admin Assistant is responsible for the activities in administration and human resources as explained in this job description, under close consideration of the Deputy Area Coordinator and the HR and Admin Manager

FUNCTIONS

• Administration :

–        Draft, circulate and follow up on the following documents:

o   All administrative letters

o   Internal notes, regulations, memos etc;

o   Official letters/documents concerning issues with governmental offices, NGOs and other stakeholders.

–        Follow up on all legal issues with the lawyer

–        Ensure the compliance of ACTED’s procedures with the legal requirements of the country and ACTED management, notably regarding local procedures and regulations.

–        Maintain and check the administrative filling system; which include the filling of all administrative documents

–        Management of all administrative Fees

–        Management of the premises

·       Human Ressources

–        Inform the staff of the public holidays in a timely manner.

–        Control, check and communicate the attendance of the staff. This shall include collecting and reviewing the attendance sheets, following up on leave requests.

–        Preparing monthly national staff TITANIC and sending it on 22^nd of each month to Capital office.

–        Make sure the right recruitment of employees and reflecting dismissal and hiring plan in TITANIC.

–        Managing and controlling employee’s attendance sheet, mission, vacation, and sick leaves…

–        Preparing and registering ID card for all employees

–        Preparing and updating local staff contracts and other Human Resources forms.

–        Sending Job Update form on a bi-weekly basis to Capital as well as the short-listing of each interview prior to meet the candidates on interview.

–        Management of the recruitment process : post position, upload CVs, organize technical test and interviews.

–        To apply the ACTED rule and regulation in office and sub offices.

–        Preparing monthly Staff list contact, Vacation Follow Up and Sick Leave Follow Up

–        Follow up on the status of health insurance with employees and Reporting for any issue.

–        Follow-up with liaison officer to issue the social security cards for ACTED employees.

–        Follow up with compliance department and support them.

–        Solving daily problem of staff in departments

–        Managing of the files and updating of personnel files.

–        Other duties requested by line manager

–        Ensure that ToRs are prepared by line-manager and approved prior to the release of the vacancy announcement.

–        Upload all documents on nextcloud system on a monthly basis, (attendance sheet, pay slips, contracts, timesheet, personal files…).

–        Update the organigram of the mission on a monthly basis

–        Provide on time any documents requested from the audit department.

·       General

–        Commit to the humanitarian principles of strict neutrality, religious and political impartiality, and non-discrimination.

–        Report and clarify any work-related issues and challenges to supervisor in timely manner.

–        Respect time including to work, meetings, deadlines, and other reasonable requests.

–        Maintain a good team spirit and stimulating working environment amongst staff and colleagues.

–        Commit to honest, high-quality work in all aspects of responsibilities.

–        Be solution-Driven ;

–        Consider safety and security in the field, and immediately report all incidents to the security focal point.

–        Undertake any other tasks as reasonably assigned by the area coordinator and the HR and Admin manager.

–        Ensure compliance to ACTED & donors’ procedures in all HR & Admin operations

• Ensure compliance with ACTED policies, guidelines and standards
• Ensure compliance with ACTED function strategy, tools, handbooks, guidelines and standards
• HR responsibility for implementation of the support function
• HR responsibility for the quality control and monitoring of HR function activities
• Month end duties as required

• At least 1-2 years of experience in HR & Admin,
• Flexibility and ability to multi-task under pressure.
• Advanced proficiency in written and spoken English.
• Autonomy, leadership, organisation.
• Previous experience in other NGOs is an asset.

Duty Station: Tripoli, Libya

Under the Supervision of: HR and Admin Manager and the Deputy Area Coordinator

Working Hours: Full- Time Position -40h per week

Type of contract: Fixed Term Contract, 3 months

Estimated Start date :ASAP

Salary: Salary defined by the ACTED salary grid based on level of education, expertise and level of experience.

Please send your application until the [ASAP] to the following addresses:

–        by e-mail:  tripoli.jobs@acted.org