Responsibilities

1.Office Management:

1. Receiving Visitors:

a. Welcome guests/visitors (donors, NGOs, ACTED staff, journalists, suppliers etc.)

b. Communicate with departments prior to sending visitor to them

c. Handle phone system calls, fax machine and printing machine.

2. Attendance sheets: monitoring attendance sheets of staff on daily basis.

-at the end of each month, all attendance sheets should be checked and approved by line managers, then the HR Assistant is responsible to take copies of each and send originals to Amman (maximum by the 5th of the next month).

-at the end of every month, the HR Assistant is responsible to print attendance sheets for the next month and sort them out into files depending on their teams. (max: 27th of every month).

2.Leaves:

-making sure HR has always enough copies of Leave request form as hard copies.

-making sure all leaves are complete, signed, and checked with attendance sheets. (leaves should be submitted to HR department 48 hours prior to the date of the leave requested)

-updating leaves FU table (adding 1.75 on the 1st day of every month to all staff).

- adding the number of days staff takes on weekly basis on the table.

-add the TOIL calculated to the staff leave balance on 19th of every month.

-send the updated leaves’ table to all managers at the beginning of each month (3rd day).

-update the leave FU for the managers every two weeks, and share it with the teams.

3.TOIL and Overtime

-Making sure HR has always enough copies of TOIL and OT forms as hard copies.

-Making sure all documents of TOIL and OT are filled correctly and signed.

-Calculate all OT and TOIL on the 16th of every month, and send the table to Amman.

4.Preparing New Staff: Whenever Acted has a new staff on duty, the HR Assistant is responsible to:

-Let him read and sign his contract, and explain any question about it.

-make an attendance sheet for him, highlighting the starting date on it.

-Issue him/her Acted ID, and health Insurance card (plus medical form and health insurance booklet). (If not ready yet, should follow up to get them ASAP).

- Provide stationary pack for newly arrived staff.

-Give him an induction about Acted in general, and about HR procedures in particular.

-Introduce him/her to all Acted staff and managers.

5.Updating all staff records:

-Making sure the staff list is up to date (English and Arabic VERSION), full name, Acted phone number, national number, residency place, Joining date), and advertise it to the board.

-Making sure the leaves’ table, health insurance FU table, Warning FU table are all up to date. (including all the staff names).

6.Stationaries:

-Maintain stationary Stock,

-Distribute stationeries to departments.

-Prepare one order form a month/ Purchase of stationeries on monthly basis.

7.Support other departments:

-Print or scan documents if requested.

- Receiving and answering questions and inquiries from managers and staff on any HR/Admin related issues.

-Following up any stuck issue for staff with the related department (Amman HR, Finance, Logistics… etc)

-Distributing memos and vacancy announcements and holding them on notice boards.

Confidentiality, honesty and Reporting:

-All HR related work and documents are very sensitive and confidential, no one is allowed to see or know anything related to HR department. (Salaries, contracts, warning letters… etc)

-HR duties are very important to be very accurate, mistakes are not acceptable. Therefore, honesty is highly required, whenever the HR Assistant does not know how to do the work, or in case he/she did a mistake during doing the work, he/ she should report directly to the HR officer in order to fix the mistake ASAP.

-Reporting every single issue or incident to the HR Officer on daily basis.

Job Details

Date Posted:	2014-12-03
Job Location:	Mafraq, Jordan
Job Role:	Human Resources/Personnel
Company Industry:	Community/Social Services/and Nonprofit