RESPONSIBILITIES AND TASKS:
A. Administrative management & follow-up
- Organize the necessary personnel and contractual documents for all coordination staff;
- Ensure that all HR files are complete and updated;
- Ensure that administrative personnel files are created and that employee documents are in accordance with working for PUI in the country;
- Support the Deputy HR Coordinator in ensuring the management of physical and electronic archival of HR files as per the archiving and filing process;
- Prepare administrative equipment of coordination staff (access cards, business cards, insurance cards,etc.)
- Record minutes of meetings when asked by the line manager;
- Receive and compile insurance claims from coordination national staff and other bases, and handle the mission insurance follow-up tracking tool;
- Forward and follow up requests and complaints to the insurance company regularly
- Prepare, compile and share mission documents weekly (job announcements, recruitment follow-up, etc.);
- Prepare the HR files for audit and verification visits
- Assist the Deputy HR Coordinator in the preparation of meetings/trainings when needed.
- Prepares and distributes attendance sheets to various departments monthly, and follows up to ensure that they are all submitted back to the HR department for proper archiving.
- S/he must ensure the tracking of staff annual leaves and communicate back to staff if the leaves were validated or not.
B. Human Resources management for national staff
- Maintain confidentiality of HR information
- Assist the HR Officer 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/appraisal deadlines for national staff and inform their managers accordingly
- Regularly update the base HR database,
- Ensure the respect of termination procedures according to the PUI process and prepare all necessary documents
- S/he assists the HR officer in defining and implementing suitable working conditions particularly those concerning rules and regulations on health and safety;
- S/he ensures that information is circulated effectively amongst staff at the base office.
C. Recruitment
- Ensure that the recruitment policy is being implemented and respected;
- 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 communication with candidates throughout the whole process
- Schedule technical tests and interviews
- Assist the HR Officer in the recruitment at the base level and attend interviews when needed
- Prepare the integration of any new employee.
- Assist the HR Officer in preparing the integration of any new employee, and make sure the managers are implementing the induction plan;
- Fill up the Recruitment Analysis Table and share it with the recruiting manager/interview evaluation committee.
- Assist the HR Officer in the reference check process as may be required.
D. Capacity building:
- Assist in identifying training institutions as per the determined needs;
- Assist various line Managers in organizing or planning training;
- Ensure the archival of training certificates in HR files as per the archiving process;
- Forward to various line managers the identified skills to be improved that were reported in performance appraisals;
- Update the concerned tools according to the training received.
E. Payroll Management/Payment
- Under the supervision of the HR officer, s/he supports in the good management of payroll at the base level.
- Prepare advances on salaries and payroll at the end of each month;
- S/he ensures the printing and distribution of pay slips to staff at the base for signing before salaries are transferred;
- Update all changes related to the change of bank account for the base staff in the HR database
The tasks and responsibilities defined in this job description are not exhaustive and may evolve depending on the needs of the project.
