The HR/Admin Officer is responsible for preparing and following on all matters related to administration and human resources concerning the staff working in the field (camps); including but not limited to contracts’ management, attendance, vacation, premises, in line with ACTED guidelines… The HR/Admin Officer is managed by the Area Coordinator/Deputy Area Coordinator and the Country Admin/HR Manager. H/She shall be in charge of managing staff and ensuring that the department meets its objectives.
I. Administration Management
The HR/Admin Officer is responsible for the following tasks.
Draft, circulate and follow up on the following documents:
o All administrative letters
o Internal notes, regulations, memos etc;
o Official letters/documents concerning issues with governmental offices, NGOs and other stakeholders.
Follow up on all legal issues, in coordination with Capital Administration.
Ensure the compliance of ACTED’s procedures with the legal requirements of the country and ACTED management, notably regarding local procedures and regulations;
Management of ACTED’s premises; including the management of the lease (renewal of rental contract; etc.), the communication with the landlords, follow up of related taxation’s regulations, organisation of the premises (office and guesthouse accommodation).
Ensure an adequate provision of office supplies according to the ACTED Logistic Manual (preparation of Order Forms, etc.) and the accurate distribution of these items so as to ensure cost efficiency;
Follow up the office supply stock, in coordination with Logistics and as per ACTED’s guidelines;
Maintain and check the Administrative filling system; which include the filling of all administrative documents (including but not limited to the premises folder, memo folder, legal folder…).
Update the authorized signatory table for the field office on a monthly basis and send this to the capital office;
II. Human Resources Management
Inform the staff (national/international) of the public holidays in a timely manner.
Control, check and communicate the attendance of the field staff. This shall include collecting and reviewing the attendance sheets, circulating this to Capital Office, following up on leave requests and communicating with Area Coordination on a regular basis.
Control, check and review the finger print machine reports, share information related to staff time in/out, delays with line managers and Area Coordination, taking the suitable actions according to the disciplinary list/IR.
Inform Area Coordination and Admin/HR Manager of any observed breach of ACTED regulations that could lead to disciplinary actions as per ACTED HR Manual;
Follow up on the appraisal system: guiding line managers throughout this process, following up on the timely submission of appraisals, reviewing of the recommendation, following on the final recommendations and forms. staff appraisal forms with relevant department managers;
Follow up on staff leaves – supervise his/her team to provide necessary forms for staff, if needed and closely follow up the leave balance of each staff, sharing staff leave balances on regular basis.
Follow up & reporting all issues related to social security and insurance to capital office;
Prepare and update projects specific organigrams on a monthly basis;
Ensure all staff (national) have comprehensive terms of references;
Management of award and or disciplinary action to staff as per ACTED HR Regulations and after the approval of Country Admin/HR Manager & Area Coordination.
Ensure the use of ACTED HR standard templates, in line with ACTED HR Manual/internal regulations
Monthly reporting to the capital office; notably in terms of attendance and contract follow up, so as to ensure an efficient payroll system, Warning letter sheet.
Ensure that Terms of References are prepared by the line-manager and approved prior to the release of the vacancy announcement;
Ensure that all recruitment have been pre-approved, notably in terms of budget.
Prepare advertisements of vacancies for national staff and follow up on the recruitment process, as per the recruitment plan;
Ensure the collection of all required documents of applicants, as indicated in the ACTED HR Regulation;
Conduct the review of the CVs and long listing of the applications, based on the requirements of the job description.
Follow up on the short listing of the candidates by the recruitment committee and organise the interview/test.
Ensure contacting the candidate’s references (“Reference Check”) prior to offering the position;
Collect all information required for personal folder (ID card, photos, “recruitment package” etc.),
Prepare the contract in line with ACTED’s templates and follow up on any renewal, amendment, resignation or termination.
Ensure that the new staff receive proper induction and are made aware of their rights and obligations.
The HR/Admin Officer shall be in charge of ensuring that there is an accurate and efficient filling system, in line with ACTED’s requirements; in hard and soft copy. H/She shall also be in charge of ensuring that the documentation flow between base and Capital office is properly conducted.
In this regard, H/She shall put in place accurate folders (recruitment, CVs, memos…) notably personal folders as follows:
Create personal folders for national & international staff at the day of their arrival;
Ensure confidentiality of personal folders;
Ensure a follow-up/update of the personal folders from bases and capital on 1st week of N+ month.
The HR/Admin officer shall be in charge of reviewing and following up on any audit finding, recommendation and of providing all the necessary information to the audit team.
VI. External Training
The HR/Admin shall be requested to provide support to the program team, by providing tailored training to external civil society members, on any topic related to Administration and Human Resources.
||Human Resources and Recruitment
||Community/Social Services/and Nonprofit
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