HR Assistant / Interim position (INT10486)

Oxfam is a global movement of people working together to end the injustice of poverty.

The Role:

Oxfam {Syria} is looking for Human Resources Assistant- Interim position

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)  Induction:

• Monitor and ensure that induction meetings are done in a timely manner and induction checklist is updated, signed and filed in personal file.
• Ensure file management is properly done, personal files and HR files are manages and maintains staff leave, R&R, time sheets and attendance schedules.
• Share joiner leavers list with security on regular basis.

Recruitment, Contract Management 

• Supports recruitment for vacancies, including but not limited to, ensuring prompt long listing and short-listing; downloading CV’s from E-Acru; preparing written tests, scheduling interviews; contacting candidates, and writing regrets when needed
• Ensure that all necessary and related documents for every competition and recruitment is properly gathered and put in relevant file (requisition, job profile, short list, CVs, written tests, regret letters, recruitment summary)
• Ensure that all employment contract templates are updated, in line with the local labour law and Oxfam’s policy
• Support with all on boarding processes and have signed completed schedule filed for reference. This include ensure new staff undertake all mandatory courses. Welcome new and transferred employees ensuring that they have the tools and knowledge needed to perform their job properly and get engaged within the Organization, Assuring the proper arrangements of new staff equipment’s (ID, laptop, phone …Where applicable)
• Responsible for the essential part of reference checks in coordination with Oxfam HR Accredited Referee and OGB Reference Team.
• Supporting the HRO with contracting – staff and volunteers

HR Records/Information Management

Ensures that all HR documentation is kept confidential, up to date and accurate by:

• Filing all personal records (paper and electronic) in a consistent manner in line with Oxfam’s standards and data protection regulations.
• Follow up with staff and other HR team on mandatory HR documents needed in each staff files and keeping the file audit tracker updated by ensuring all staff personal files are complete by checking the files and identify the missing mandatory documents.
• Updating the HR trackers in your remit.
• Liaise with other HR team in maintaining an up-to-date and accurate staff database in GOLD.
• Producing HR data for input into monthly and quarterly HR reports within agreed timelines
• Update, maintain and store securely all staff personal files, including all HR records (manual and electronic), in accordance with the agreed practice and filing checklists.
• Ensure that international, humanitarian support personnel and national personal files are completed by checking them and include all mandatory required documents.
• Liaise with other HR team members on following up on all staff (national, humanitarian support personnel and international staff) timely timesheets submission and update the tracker.

Medical: 

• Support in ensuring that employee medical records are up to date and that arrangements are facilitated if necessary for any medical treatment that is required.
• Manages relations with medical service providers, monitors medical expenses and ensures medical staff records are handled and kept in a confidential manner GOLD:
• Update medicals in GOLD and run GOLD reports for medicals.
• Update GOLD completely, timely and accurately in absence of HR Officer.
• Ensure GOLD reports are provided whenever needed.

Absence Management:

• Ensure that absence (including annual leave and sick leave) is proactively managed.
• Provide leaves record report to Managers on monthly basis.
• Conduct regular quality control checks to ensure data accuracy

Performance Management:

• Collect objectives & performance reviews and Probation period evaluation. Share performance review report with HR Manager as required.
• Creates awareness and understanding among current and new staff on the code of conduct and safeguarding
• Any other duties that may be reasonably required in support of achieving, team, departmental or organizational objectives

What we are looking for: 

An ideal candidate for the role will also be / have:

ESSENTIAL:

Bachelor’s degree in a HR, administration or any related bachelor certificate or significant relevant year of experience at this level with International Agencies, NGO’s or private sector.
At least 2 years’ experience in a similar role in the sector
Experience in hiring, separation, recruitment, personnel management, filing and archiving.

Well-developed interpersonal and team skills and proven ability to be flexible in demanding situations.
Competency in use of relevant technology systems (MS Office suite, HRIS)
Fluency in Arabic and English (written and verbal)
Commitment to humanitarian principles and action.
Commitment to Oxfam’s equal opportunity and gender policies.
Flexibility & adaptability.

Desirable

understanding of management/supervisory responsibilities.
Pleasant and courteous personality.
Understanding of field areas.
Efficient and organized.
Possesses initiative, patience, tact, and able to work with minimum supervision
Able to work under pressure and in insecure areas.
Sympathy with the aims and objectives of Oxfam.

We offer:

We offer a competitive salary and a range of additional benefits to staff including flexible working options, generous pension scheme, annual leave, additional leave allowances, company sick pay, life assurance and a range of other benefits. 

From the day you join Oxfam we invite you to stretch and learn in your role. Our wide range of Learning & Development opportunities includes in-house courses, e-learning modules, on-the job learning opportunities, coaching and mentoring, and much more. 

You can read more about all Oxfam has to offer here.

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile.