Human Resources Assistant

Médecins du Monde (MdM) France is an international medical organization, which has been present in the Palestinian territory since 1995. It operates in the Gaza Strip and the West Bank (WB) through offices located in Jerusalem, Bir Zeit, and Nablus.

MdM is currently looking for a qualified candidate to fill the position of Human Resources Assistant based in Nablus.

Number of vacancies: one

Duration: 1 year, renew of contract depend on availability of Fund

Start date: ASAP.

Location: Nablus

I.                MAIN RESPONSIBILITIES

Main responsibilities and activities of the HR Assistant can change according to the organization of the work and to the composition of the team.

1. HR Responsibilities

• Assist in the recruitment process in coordination with relevant staff.
• Facilitate the onboarding of new staff, including orientations and initial administrative tasks.
• Maintain and update confidential personnel files and employee records, ensuring completeness and compliance.
• Monitor employee contracts (e.g., trial periods, renewals, modifications).
• Assist in calculating and documenting health and workers’ compensation insurance.
• Oversee health insurance claims and ensure adherence to the policy.
• Collect and process payroll-related information, including leave, overtime, and salary advances, and handle post-payroll reporting to relevant authorities (e.g., tax and social agencies).
• Prepare the monthly salary database and manage income tax documentation.
• Perform electronic archiving by scanning and filing documents, maintaining confidentiality.
• Input and systematically update employee information in the HR electronic system.
• Monitor attendance records and manage staff leave and absence tracking.
• Schedule and coordinate meetings, interviews, and other activities organized by the administrative department.
• Address other HR-related duties and correspondence as assigned by the Line Manager.

2. Administrative Management:

• Assist with various administrative tasks, including daily office duties, organizing training sessions, coordinating events, and other delegated tasks by Admin Manager.
• Receive incoming mail (letter, faxes, and others) and ensure proper distribution. Maintain a tracking system for all official correspondence.
• Monitor all administrative contracts for the base, ensuring they are valid and notifying the direct supervisor of any upcoming expiration dates in advance.
• Manage the administration and archiving of HR documents at the base, ensuring timely and accurate record-keeping without delays.
• Provide translation support (English to Arabic and vice versa) for documents and discussions.

3. Security:

• Implement and comply with MdM security rules and regulations

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Requested Skills and Competence:

Education:

• Mandatory: Bachelor’s degree in business / public administration / human resources.
• Desirable: a specialized certificate in Human Resource is desirable.

Experience:

• Mandatory: a minimum of 2 years of work experience in a similar role.
• Desirable: a minimum of 1 year’s work experience in an I/NGO.

Languages:

• Mandatory: Strong communication skills in English and Arabic (both written and spoken).

Computer Skills:

• Mandatory: Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Desirable: Familiarity with HR management systems (HRMS) or other HR software for managing employee data and payroll processing.

Soft Skills:

• Strong organizational, interpersonal and communication skills
• Ability to work independently.

Behavior:

• Exhibit self-control and always maintain respectful interactions with beneficiaries.
• Work effectively within a team, actively engaging in collective efforts, and contributing to diverse activities.
• Uphold and embody the principles of equality, human rights, neutrality, and impartiality.
• Show a strong sense of initiative and motivation in daily tasks.
• Acknowledge and value the expertise, responsibilities, and contributions of each team member, fostering a respectful and harmonious working environment.
• Remain flexible and adaptable in response to evolving work demands and special requests from the supervisor.
• Embrace constructive feedback with an open mind, showing a willingness to learn and improve upon personal competencies and work performance.