Overview
The Human Resources Assistant will support human resources functions in the HR Unit, assisting with recruitment, payroll, contract management, and pre-employment activities.
Key Responsibilities
- Support recruitment processes by coordinating publication of Vacancy Notices, receiving and sorting applications, arranging interviews, preparing documentation, sending communications, and contacting previous employers for reference checks.
- Oversee payroll for non-staff and hourly contracted workers by collecting and verifying timesheets, calculating payments, ensuring accuracy, maintaining documentation, and coordinating with finance.
- Manage contract renewal processes for non-staff and hourly contracted personnel by tracking end dates, assessing renewal needs, preparing and issuing updated contracts, and maintaining records.
- Carry out pre-employment activities such as preparing Entry On Duty documentation, coordinating medical exams, following up on medical clearances, coordinating orientation sessions, and creating personal files.
- Perform assigned roles in the HR system, inputting and maintaining data, monitoring contractual situations and entitlements, and generating reports.
- Act as Time-keeper in the HR system, maintaining and reconciling leave quotas, generating leave-related reports, and responding to leave administration queries.
- Support separation, classification, reclassification, and promotion processes by collecting documentation, drafting forms, making calculations, obtaining approvals, and coordinating with relevant units.
- Update and maintain electronic and physical archiving systems, including personnel files and recruitment files.
- Draft certificates of employment, notices, letters, reports, presentations, and update the organizational chart.
- Support the organization of meetings, training activities, and HR events by carrying out logistical activities.
- Respond to general inquiries regarding Human Resources policies, instructions, and procedures.
- Perform other related duties as assigned.
Required Experience
- High School diploma with four years of relevant experience; or, Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with two years of relevant professional experience.
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage.
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Qualifications
High School diploma or Bachelor’s degree in Human Resources, Business Administration, Psychology or related field.
