Admin/HR Officer

Position:                              Admin/HR Officer                             

Contract duration:              6 months renewable

Location:                             Gaza

Starting Date                      ASAP

I-Background on ACTED

ACTED is an international NGO registered in France. ACTED’s vocation is to support vulnerable populations affected by wars, natural disasters and/or economic and social crises, and to accompany them in building a better future. ACTED started its activities in the occupied Palestinian territory (oPt) in May 2007. ACTED is currently implementing projects covering multiple humanitarian / development sectors, funded by of a variety of international donors, which aim at protecting vulnerable households and strengthening civil society actors across the oPt. ACTED oPt offers a dynamic, rigorous and knowledge-orientated working environment.

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 communities, consolidate civil society organisations, and provide emergency assistance to the most vulnerable, rural communities in the West Bank, East Jerusalem and Gaza. ACTED currently seeks an Admin/HR Officer for its humanitarian operations in Gaza.

“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and ensures that only those who share and demonstrate our values are recruited. All candidates will be subject to satisfactory references and screening checks in line with legal requirements. Any candidate offered a job will sign ACTED’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behaviour outlined in those documents.”

III-Position Profile

I. Administration/Liaison

• Draft/prepare all administrative letters in Area level;
• Prepare all Administrative Documents such as internal notes, regulation, memos etc;
• Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in area level;
• Organize meetings with authorities in area level for ACTED Senior management & Area Coordinator;
• Follow up of Legal-related issues, in coordination with Capital HR dept.
• Ensure compliance of ACTED to legal requirements of the area of intervention;
• Management of ACTED premises lease & ensure contract are updated and renewed for each premises;
• Manage the guests in ACTED gues houses and set regular follow up/management regarding payment with Finance.
• Manage the ACTED office and Guest houses

II. Human Resources Management

• Management of public holidays & keeping informed all bases/staff (national/International).
• Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments;
• Follow up of staff appraisal form with relevant department managers;
• Management/Follow up of staff leaves, provide necessary forms for staff, while needed;
• Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations
• Update and maintain Area office Organization Chart in accordance to the size of program (new staff, new dept. & new projects)

III. Recruitment:

• Prepare vacancy announcements for Junior National staff in area of intervention and follow the recruitment process with the HR manager at Capital office;
• Cross check with Area Finance to ensure budget is available for new recruitments;
• Ensure that ToRs are prepared by line manager prior to release the vacancy announcement;
• Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s) following the coordination with the HR Manager in the capital office;
• Ensure to collect all necessary documents of applicants as indicated in ACTED HR Manual;
• Ensure to check successful candidate “Reference Check” prior to offer the position;
• Draft employment contract for staff and send it to the HR manager in capital office.
• Collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.)

IV. Filing:

      General Filing:

• Create Standard ACTED Admin/HR filing system (include official correspondences, premises contracts, governmental tax follow up, recruitment process documents etc);

      Personal Folders:

• Create thorough personal folders system for Area national staff;
• Send area staff personal folder relevant documents on 1st week of N+ month to Capital HR dept.;
• Ensure that the personal folder database have been updated on regular basis;

V. Capacity Building:

A general database with direct consultation of line mangers (HR Managers, Program Managers and Area Coordinators to be updated for Country Director approval. This list will contain (list of staff, working period, performances evaluation and required training).

VI.Internal Training:

• Conduct review and survey of staff performances with direct contact of line managers to identify requirement/needs for training and provide to Capital Admin/HR Manager;
• Introduce staff who are in need for training to Capital HR dept.;
• Brief Training for all new national staff on ACTED system, procedures, code of conduct and internal regulation.

VII. External Training:

• Support Country HR Manager in order to search various sources (websites, news papers, education trainings centres) to introduce staff for short terms courses & training;
• Contact with line manager, program officers, area FLAT and Area Coordinator to update database;

جميع الحقوق محفوظة لموقع جوبس.

IV. Qualifications:

• Bachelor's degree in human resources, business administration , or any other related field.
• Minimum 3 years’ experience in relevant field.
• Proven experience working with NGOs, INGOs, possibly in similar roles.
• Familiar with the Palestinian Labour Law.
• Familiar with recruitment processes and strategies.
• Ability to handle multiple assignments & meet deadlines.
• Strong problem-solving and decision-making skills.
• Mature professional attitude, excellent communication, creative and flexible with ability to work in a team.
• Computer skills, especially on Microsoft (word , excel , etc.)
• Excellent in written & spoken English/ Arabic.

IV. Submission of applications:

Interested candidates are invited to send CV, and three references (in English) no later than February 29th, 2024 to: ([email protected]), indicating the position (Admin/HR Officer) in the subject line.

The selection committee will review all applications as they are received. All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered. 

Only shortlisted candidates will be contacted for an interview. No telephone inquiries will be received.