HR and Administrative Officer

Position:HR and Administrative Officer              
Contract duration:3 months (renewable yearly - on 01/01/16)
Location:Ramallah / Palestine
Starting DateImmediately

I-Background on ACTED
ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.
 
ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, ACTED is present in four continents and our teams intervene in 34 countries towards 8 million people, responding to emergency situations, supporting rehabilitation projects and accompanying the dynamics of development. In association with several French, European and International partners, ACTED is committed to promoting and developing innovative approaches and initiatives, humanitarian principles, new forms of solidarity and convergences between private and public actors and NGOs from the North and the South covering themes such as aid efficiency and transparency, evaluation, information and coordination of humanitarian emergencies, promotion of local governance and civil society strengthening, sustainable access to income and microfinance, prevention and reduction of catastrophes, the link between development aid, sustainable development and social business, food security, etc.
 

II-Country Profile
 
In the occupied Palestinian territory, ACTED is both committed to humanitarian assistance and long-term development. ACTED strives to strengthen the economic capacities of cooperatives in rural areas, consolidate civil society organizations, and provide emergency assistance to the most vulnerable, rural communities in the West Bank. ACTED currently seeks HR and Administrative Officer.

III-Position Profile
 
Under the supervision of the Country Director, HR and Admin Officer will be responsible for facilitating recruitment and placement processes, maintaining documents and personnel files, and coordinating with all programs and departments on HR work, and ensuring appropriate personnel filing at the field offices with highest confidentiality.
 
IIII-Responsibilities:
 
Human Resources
§ Review and ensure compliance to HR policies and procedures; coordinating the development of policies, HR Manual and supporting their implementation and dissemination.
§ Demonstrate experience in developing HR policies, procedures, tools, HR legal set-up analysis, and salary scales elaboration and reviews and training skills.
§ Prepare HR report on a monthly basis respecting deadlines.
-Prepare all administrative letters related to administrative HR topics in liaison with the Country management.
-Prepare requested documents for HQ and internal reporting: holiday balance, memos, etc.
-Follow on staff time sheets, attendance, holidays, sick days and leaves of absence.
-Receive and update the staff lists.
-Ensure a proper follow up on recruitment files and compliance with internal recruitment rules as detailed in the ACTED HR Manual.
-Receives applications for employment, enters candidates’ data in recruitment. Evaluates applications against post requirements, recommends short-list of candidates for the approval of Country management.
-Takes part in the interviews with translation of credentials of candidates and during interviews;
-Upon completion of the selection process, informs selected candidates on the terms and conditions of employment and necessary documentation to be submitted;
-Maintain current knowledge of affirmative action guidelines and laws as per the Palestinian Labor Law.
-Follow up the employees’ health insurance on monthly and yearly basis in term of invoices reimbursement, renew the health insurance with the same company or other one as per internal regulation and procedures.
-Files the interview records and application forms of non-selected candidates for future reference.
-Checks the interview records for inclusion of qualified applicants into a roster; Maintains and updates rosters of qualified candidates, searches for candidates upon request;
-Briefs the new staff member on the terms and conditions of his/her new assignment.
-Assists the new staff member to fill out and sign all human resources needed files.
-Prepare letter of appointments and update staff history of all employees.
-Support department colleagues in daily relevant activities.
-Performs other duties as requested by Country management
-Follow on staff time sheets, attendance, holidays, sick days and leaves of absence.
-Consolidate HR data on a monthly basis and send it to the Country Management and HQ.
-Arrange HR and administrative filing
-Maintain the personnel files of all international and local staff
 
FLAT /Compliance Responsibilities:
-Ensure organization is in compliance with all labor laws, and minimization of legal exposure.
-Regularly offer support and advice to supervisors on legal compliance on employee relations issues.
-Ensure a proper follow-up on administrative files and compliance with internal process.
-FLAT tasks and audit preparation with finance department (compliance reports) responsibilities.
-Ensure preparation for external audits and support external auditors with finance and logistics departments
-Be discreet in the gathering and use of confidential information
-Centralization at the end of the project of all FLAT documents are available.
-Attending the weekly FLAT meeting with Support staff.
 
Administration Responsibilities:
-Ensure that all internal process, regulation are available for all ACTED staff and ensure a proper access to this information by posting on ACTED’s office.
-Assist in administrative duties including filing, copying, correspondence and reception
-Update the monthly administrative reports.
-Prepare updates forInternational international staff regarding any change of rule and regulation of Embassies for visas and work permits.
-Prepare letters and other relevant documents for Embassies & Ministries to issue visas and work permits for ACTED International & file the related documents.
-Liaise / visit the relevant Ministries and relevant institutions for visa and work / travel permit and visa applications or other needed request.
-Attending the regular meeting with other INGO’s.
-Update regularly the Admin follow-up: registration update, visa, etc.
-Checking the personnel information for ID cards for staff with logistics department
-Follow up and organizing the costs of mobiles for ACTED staff.
 
IV-Qualifications:
-A bachelor’s degree in Business Administration, Business Management or HR Management.
-At least 3-4 years of which were in similar responsible position in Human Resources & administration, with an international NGO.
-Fluent in Arabic and English, spoken and written, including correct spelling, grammar and punctuation
-Excellent managerial and communication skills.
-Capable in planning and problem solving.
-Familiar with Palestinian labor law.
-Excellent negotiation skills.
 
V-Additional requirements:
-Excellent communication and analytical skills.
-Professional attitude, good social skills, and ability to work in a team
-Reliable, open-minded, a positive attitude, and excellent in time management
-Willingness to improve skills and knowledge
-Negotiation & Persuasion skills, Counseling, Problem solving, Strategic planning, Analysis, Time management, Training and capacity building, organizational skills and Critical thinking
-Ability to work in a team, both as leader and participant. Ability to work under pressure.
-Ability to manage different and multiple tasks and to deliver in a short period of time.
-Excellent interpersonal skills and ability to work in a multicultural environment.
 
 

VI. Submission of applications:
Interested candidates are invited to send a cover letter, CV, and three references (in English) no later than 20 September 2015 to:
 

[email protected]

indicating the position (HR & Administrative Officer) in the subject line. Only shortlisted candidates will be contacted for an interview.
 

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