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HR/ADMIN Assistant – Derna

Job Overview

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.

Position Profile:

• Position: HR/ADMIN Assistant
• Base: Derna – Libya
• Gender: Any
• Contract duration: 6 months with possibility of extension
• Contract Type: Full-time
• Starting date: ASAP
• Closing date: 15.Nov.2023

Context of the position and key challenges 

 Under direct supervision of HR/Admin Officer – Base Manager, the Admin Assistant. will be responsible to ensure efficient and adequate office external communication, internal management and update of ACTED directories (Derna). 

Key roles and responsibilities  

HR: 

·        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. 

·        At the end of every month, the HR Assistant is responsible to all attendance sheets and leaves attached. 

·        Supporting the project team with monitoring attendance sheets. 

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. (Leaves should be submitted to HR department one week prior to the date of the leave requested). 

·        Updating leaves FU table.

·        Adding the number of day’s staff takes on weekly basis on the table. 

·        Send the updated leaves’ table to all managers at the beginning of each month. 

·        Routine checks ensure that staff are present in the office and not absent. 

TOIL: 

·        Making sure HR has always enough copies of TOILs as hard copies. 

·        Making sure all documents of TOIL are filled correctly and signed. 

·        Ensure that TOILs are taken in the same week.  

Preparing new staff: 

·        Whenever Acted has a new staff on duty, the HR Assistant is responsible to 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 (plus medical form and health insurance cards). (If not ready yet, should follow up to get them ASAP). 

·        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. 

Updating all records: 

·        Making sure the staff list is up to date (English and Arabic VERSION), full name, Acted phone number, national number, residency place, Joining 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. (Including all the new staff names). 

·        Supporting collecting staff social security documents and requests. 

·        Making sure that all staff files are up to date.  

 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 Senior HR/Admin Officer and with the line Manager. 

·        Inform the nominated candidates with the joining date and asking them to collect all the required documents. 

·        Sending or calling to inform them by the interview result (apologize by phone or sending regret letter). 

·        Providing support in drafting staff contracts when needed.  

Admin: 

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, that includes :  

·        Meeting room. 

·        Ensuring participants are on time. 

·        Providing stationeries for the meeting if needed.  

·        PLUS ANY ADDITIONAL TASKS THAT MIGHT BE REQUIRED 

 Requirement & Qualification

·        1-2 years’ experience in Administration and HR. 

·        BSc/Diploma in Business administration. 

·        Fluent in English. 

·        Strong Computer skills and Microsoft office (Word, excel, and outlook).  

·        Labor law experienced. 

·        Strong negotiation and communication skills.