Human Resources Assistant

Job Code:AHF.JD.TR.27.03.02

Job objective:

A human resources assistant is responsible for assisting the human resources manager in everything related to operations within the human resources department, starting from recruitment and ending with employee dismissal procedures, as S/he is expected to provide the necessary effort to ensure the preservation of employee files and follow up on the implementation of all procedures related to operations within the human resources department efficiently and effectiveness.

Duties and Responsibilities:

1- Assistance in everything related to the recruitment process as follows: employment application – job description – following up on vacancy announcements, filtering and clearing candidates, communicating and coordinating interview dates, checking references, sending job offers, sending letters of apology to candidates who did not succeed in the interview.
2- In coordination with the Legal Affairs Department, it prepares, archives and updates employment contracts within the employee folders on an ongoing basis and whenever the need arises.
3- Ensure that all documents related to contracts are completed, such as: personal identification, copy of passport, CV, academic qualifications, experience certificates, training certificates, residential address…etc.

4- Collect and prepare any documents in accordance with human resources policies and procedures such as: job description, declaration of kinship, approved signature form, ATC reference check, declaration of access to the Code of Conduct…etc.
5- Assist in directing new employees according to human resources policies and procedures and ensure that each new employee has the ID card of Al-Sham Humanitarian Foundation.
6- Keeping all paper and electronic documents that may be required from donors and partners so that they are ready, available and updated.
7- Organizing the personnel database on the ERP system and updating it periodically and whenever needed.
8- Keep track of employee attendance, absence, employee leave, work assignments, and any other information related to human resources, and document them accordingly.
9- Collecting and checking the monthly timesheets attached to all types of vacations, work assignments, and any related documents arranged according to the Payroll monthly payroll.
10- Creating employee accounts through the approved working hours application, granting them the authority to log in, and directing how to use them.
11- Follow up and archive any documents related to training in accordance with human resources policies and procedures.
12- Preparing and organizing administrative decisions and related matters.
13- Ensure that all documents related to the employee’s exit procedure are completed, such as: clearance, final clearance, departure interview, resignation request, experience certificate…etc.

14- Any other tasks or responsibilities in his specialization that may be assigned to him by the Human Resources Director.

Required qualifications and experiences:

• Bachelor’s degree or equivalent in a professional field.
• At least 1 years experience in HR field.
• At least 1 years experience in humanitarian work.
• Ability to work under pressure with high ethics and accuracy.
• Discipline and punctuality.
• Active communication skills.
• Attention to details.
• Honesty, integrity and preserving the confidentiality of all HR information.
• Having team work skills.
• Good command of English language (read, written and spoken).
• Ability to professionally work on MS Office applications (Word, Excel and Outlook).

Working hours: 40 hours per week.

Note: The following text must be included in the job advertisement:

I will self-announce to the Human Resources Employee at the recruitment interview all issues related to professional or personal misconduct – if any -.