Base HR Assistant

Duty Station: Nablus

Starting Date: January 2025

End Date: March 2025 (with the possibility of renewal)

This is a full-time position and working hours are from Sunday to Thursday, 08:00 – 16:00.

PREMIERE-URGENCE INTERNATIONAL (PUI) is an international, apolitical, non-religious, and non-profit French organization intervening in 23 countries worldwide. PUI aims to provide a global response to the fundamental needs to people affected by humanitarian crises, from the emergency to the restoration of their autonomy and dignity. Première-Urgence and Aide Médicale Internationale merged in 2011 to offer a better range of lifesaving care and life-changing assistance to communities affected by extreme adversity.

PUI's humanitarian and development aid strategy in oPt focuses on providing support to populations affected by the coercive environment and subsequent IHL/HR violations in both the West Bank (WB) and the Gaza Strip (GS). PUI's programming incorporates interventions in several sectors, aiming at the prevention of livelihoods' loss and displacement as a consequence of protection threats, lack of services (health, education, WASH), and lack of access to agricultural lands or job opportunities.

Overall Objective

The HR Assistant will work at the base level under the line management of the Field Coordinator and technical supervision of the Mission HR Manager. The role involves supporting recruitment, contract management, payroll using the HR software, and involvement in handling employee relations, including conflicts and disciplinary issues, to ensure effective HR operations at the base level, aligned with mission-wide 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 the HR Software (HOMERE) 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 recruitment managers 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, keys, PUI Card,..).
• 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, PUI charter 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 national personnel files in collaboration with the Coordination.
• 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 HR SOFTWARE (HOMERE) AND RELATED TASKS

• Maintain accurate and up-to-date employee records in the HOMERE system. Ensure digital archiving of each employee information is accurate and complete.
• Monitor the end dates of employment contracts in HOMERE.
• 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 EMS system and comply with PUI rules before recording them in the Homere Software.
• 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 HOMERE.
• Enter in Homere the default allocations of employees not concerned by the Timesheet (guards, drivers, maintenance workers, etc.).
• 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 the Field Coordinator or Mission HR Manager as necessary.

جميع الحقوق محفوظة لموقع جوبس.

Required Knowledge and Skills

TRAINING: 

Required: 

• Bachelor Degree in Business Administration or related fields

Desirable:

• Human Resources management

PROFESSIONAL EXPERIENCE: (Humanitarian, International)

Required: 

• Minimum 1 year of experience in a similar position

Desirable:

• Humanitarian experience
• International experience

LANGUAGES

Desirable:

• English
• Arabic

Required: 

• French

SOFTWARE

Desirable:

• English
• Arabic

Required: 

• MS Office Suite

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.

*To have a valid driving license

PUI provides a work environment that reflects the values of integrity, diversity and gender equality. Therefore, we strongly encourage applications from women and underrepresented cultural or social groups, particularly people with disabilities and people from communities highly affected by occupation-related violence (including settler violence).

All PUI workers adhere to the values and principles outlined in the PUI Code of Conduct and policies, including the Protection from Exploitation and Abuse Policy and the Child Protection Policy.”

If you believe you are the candidate we are looking for, you could apply using the two mandatory steps:

1. Please fill in the form in the link below

HR ASSISTANT– APPLICATION FORM

2. In addition, please submit a cover letter and a detailed resume before Saturday December 14, 2024 by sending an e-mail to [email protected]. Please indicate the Position Title "HR Assistant" in the E-mail subject line.

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