HR Assistant

AISHA Association for Women and Child Protection (AISHA), established in 2009, is an independent Palestinian women organization working to achieve gender integration through economic empowerment and psychosocial support to marginalized groups in the Gaza Strip. AISHA seeks to protect women and children from violence through supporting, empowering, and raising awareness of important psychological, social, legal, and economic issues.

Overall Objective

The HR Assistant will work at the base level under the line management of the HR officer. The role involves supporting recruitment, contract management, payroll using the AISHA HR software, and involvement in handling employee relations, including conflicts and disciplinary issues, to ensure effective HR operations at the base level, aligned with AISHA policies and standards.

Tasks and Responsibilities

• Management of Recruitment and Integration of New Employees.
• Management of Employment Contracts/Files.
• Employee Relations and Disciplinary Management.
• Ensure the proper management of AISHA HR Software and related tasks.
• Participation in HR Department Activities.
• Other HR Tasks.

Specific objectives and linked activities:

1. Management of recruitment and integration of new employees

• Plan, coordinate and participate in all the recruitment processes.
• Collaborate with the line manager to assess current and future staffing needs and submit them for the HR in coordination.
• Ensure compliance and transparency in the recruitment process.
• Facilitate pre-selection, organize tests and interviews, conduct reference checks and make the offers according to the instructions set in the Recruitment Policy.
• Archive recruitment files post-completion and manage onboarding processes for new hires.
• Manage the arrival of new recruits: creation of personnel files, verification of requested documents, receipt of information sheets, additions to the insurance, preparation with the logistic department for the needed tools (laptop, desk,..).
• Ensure that all integration information is transmitted to newly recruited employees, all briefings are carried out and ensure that all mandatory documents are signed by new employees and archive physical and digital individual files (code of conduct, internal regulations and any other required document).
• Send all the recruitment documents (in soft copies) to the coordination at the end of each recruitment.

2. Management of employment contracts/files

• Assist in preparing local staff contracts, daily workers contract and Internships contracts (new recruitments, contract extensions/amendments or renewals) and ensure each staff is aware of contract terms and conditions.
• To follow up the employment resignation and termination cases.
• Maintain and update staff personnel files.
• Follow up on appraisal documents from the base to ensure timely completion.
• Collect original appraisal documents, archive them in each employee's file (soft copy) and send the originals to the Coordination.
• Ensure monitoring of staff in the event of a work accident.
• Training Plan Management:
• Gather data from Managers and the Field Coordinator to fill in the annual training plan.
• Update the training plan regularly based on trainings taken, canceled, or postponed, including associated costs for budget tracking.
• Provide a finalized version of the training plan at the end of the year reflecting all training activities done at the base.

3. Employee relations and disciplinary management

• Act as a point of contact for employees regarding HR-related concerns and issues.
• Provide support and guidance in cases of workplace conflicts or grievances.
• Assist the Field Coordinator in managing disciplinary actions, including issuing warnings and ensuring proper documentation.
• Facilitate conflict resolution processes and promote a positive and professional work environment.
• Ensure compliance with organizational policies and local labor laws in handling disciplinary matters.

4. Ensure the proper management of the aisha HR software and related tasks

• Maintain accurate and up-to-date employee records in the AISHA HR system. Ensure digital archiving of each employee information is accurate and complete.
• Monitor the end dates of employment contracts in AISHA HR system.
• Prepare monthly payroll:
• Prepare all documents for payroll and request missing information.
• Ensure that requests for paid leave days/hours, sick leaves (with or without report), maternity, marriage or other absences have been validated on the AISHA HR system and comply with AISHA rules.
• Prepare the monthly salary advances for staff by providing the necessary documentation.
• Produce the payroll based on the variable elements received from the logistics department and the HR.
• Print the pay slips after the validation of the HR at the Coordination for signature by the staff, HR and Finance and file them in hard and soft copies.
• Support in tax calculation processes when needed to ensure compliance with local regulations.
• Ensure that all payroll processing documents are archived.
• Timesheet Review and Archiving:
• Collect timesheets from all managers/employees in the base; verify accuracy before integration into AISHA HR system.
• Ensure all timesheets and attendance sheet are archived appropriately (for exempted employees, or special cases) to ensure compliance with organizational policies (soft copies) and send the originals for the Coordination.

5. Participation in hr departement activities

• Participate in regular HR meetings.
• Assist in implementing HR strategies and ensuring alignment with mission-wide objectives.
• Collaborate in maintaining and updating the organizational structure at the base level.

6. Other HR tasks

• Participate in the preparation of HR files required for audits and HR reports intended for local and/or national authorities as well as headquarters.
• Promote awareness of HR policies and procedures at the base level.
• Perform any additional tasks assigned by line manager.

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Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Team spirit
• Good responsiveness/efficiency, respect for deadlines
• Stress management, Ability to work under pressure
• Sense of diplomacy and open-mindedness
• Respect for confidentiality
• Ability to manage priorities
• Adherence to humanitarian values and concern for compliance with external/ internal procedures
• Ability to work independently while taking initiative and showing a sense of responsibility
• Self-motivated, flexible and adaptable to the needs of the team and organization
• Strong commitment in humanitarian principles
• Organization and ability to manage priorities and varied workload.

Required Skills and Experience

Education:

• Bachelor degree in Business Administration, Human Resources management or any related fields.

Experience:

• At least 1 year of relevant work experience in NGOs.  
• Humanitarian experience
• Working experience in fundraising and proposal writing.

Language:

• Excellent spoken and written English and Arabic and communication skills

For those who are interested in applying. Please visit HR Assistant and fill the application from no later than 06/01/2025 at 12:00 P.M

Incomplete applications or Unfilled Forms will not be considered. Only short-listed candidates will be contacted