Junior Admin/HR Officer

Position:                              Junior Admin/HR Officer                 

Contract duration:              3 months

Location:                             Ramallah

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 operations in Ramallah.

“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

1. Administration Management:

• Draft, record and/or distribute as appropriate the following documents:
  • Administrative letters (incoming/outgoing);
  • Internal notes, regulations, memos, etc.
  • Official letters/documents concerning issues with governmental offices and other stakeholder
• Ensure compliance of ACTED’s procedures to legal requirements of the country and ACTED management;
• Maintain, use and improve ACTED's administrative filing system (for all documents and letters).
• Compile and update ACTED’s OPT directory and communicate it to relevant stakeholders on a monthly basis.
• Prepare the table of signatures on monthly basis

• Compile and send medical insurance requests for staff to the medical insurance company and follow-up all issues related to medical insurance;
  • Inform Senior Admin/HR Manager in regards to any observed breach of ACTED regulations that could lead to award or disciplinary actions as per ACTED HR Manual.
  • Assist the Sr. Admin/HR manager in premises managements including drafting contracts , cleaning and maintenance FU , etc..

2. Human Resources Management

• Ensure ACTED's administration and HR procedures and guidelines are clearly communicated to all staff, including through the dissemination of official notes and memos, and the introduction of new employees to ACTED's procedures and regulations.;
• Inform all staff of public holidays in a timely manner;
• Maintain a clear record of staff's attendance and leave days;
• Clearly communicate with the Finance for the accurate and timely payment of staff compensation and benefits, including through clear records of justifications;
• Ensure implementation of a timely, efficient and compliant recruitment process through:
  • The collection of all required documents from applicants as per ACTED's policies and procedures;
  • Checking job descriptions and TORs have been drafted by line managers, and the publication of vacancies through relevant channels;
  • Receive bases/departments job posts supporting documents for publication;
  • Review by the recruitment committee of all applicants for short listing and the provision of assistance in the recruitment process (e.g. supervision of testing of shortlisted candidates);
  • Participation in applicants tests and interviews for Junior positions
  • Preparation of employment contracts for base team, and ensuring all staff contracts are signed;
  • Contact references of all selected candidates' references prior to recruitment, and the signature of guarantee forms for relevant positions;
• Assist in implementation of appraisal processes as per ACTED's internal rule and regulations;
• Preparation of monthly submission of Taxes;
• Ensure all staff members have individual, confidential and complete files from their first days of employment with ACTED, including regular appraisals, comprehensive TORs, etc.

3. Reporting:

• Update and submit ACTED's monthly HR report in a timely manner;
• Follow-up on staff's leave requests and related support documents;
• Facilitate submission of bases' monthly HR report in a timely manner, in particular by leading the review process to ensure accurate and timely payment of salary is done at the end of the month;

General:

• Commit to the humanitarian principles of strict humanity, neutrality, impartiality and independence.
• Maintain the confidentiality of internal ACTED materials, procedures, and information and only disclose such with the written approval of management.
• Respect time including to work, meetings, deadlines and other reasonable requests.
• Maintain a good team spirit amongst staff and colleagues.
• Commit to honest, high quality work in all aspects of responsibilities.
• Undertake any other tasks as reasonably assigned by the line manager.

جميع الحقوق محفوظة لموقع جوبس.

IV-Qualifications:

• Bachelor's degree in human resources, business administration , or any other related field.
• Minimum 2 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.

V-Submission of applications:

Interested candidates are invited to send CV, Cover letter and three references (in English) no later than January 10th, 2024 to: ([email protected]), indicating the position (Junior 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.