Administration And HR

IV. Primary responsible for Administration including Liaison:
• Develop and maintain administration systems and procedures to ensure accountability in line with organisational policies and procedures.
• Process and respond promptly to incoming communications (e.g. post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary.
• Records all incoming and out-going letters and documents.
• Produce a range of documents including letters/e-mails and presentations to a good standard by the required deadline.
• Maintain diaries, appointment systems, scheduling and arranging meetings and team events.
• Responsible for visa, work permit and applications to local authorities.
• Serve as liaison between ZOA and relevant contacts from different government representatives, local NGOs, governorates and other key stakeholders.
• Responsible for international visitors.
• Support logistics in travel arrangements for ZOA staff (hotel booking, rental vehicles, booking flight tickets…).
• Support logistics in SIM card allocations, communications records and payments.
• Coordinating with IT on all office equipment and IT related issues.
• General office and guest house procurement such as stationary, groceries & cleaning supplies
• Supervising staff in ZOA office & guest houses daily maintenance and cleaning.
• Responsible for work health and safety measures as identified in organisational policies and procedures.
• Undertake other administrative duties as required in accordance with program team.
• Ensure that all documents are archived in compliance with ZOA, governments and donors procedures and guidelines.

V. Support HR & Admin Officer in:
> Recruitment
• Prepare job postings and coordinate internal and external announcements as appropriate.
• Process job applications including initial screening, management of CVs database, forwarding CVs to requesting department/division.
• Arrange for and schedule interviews, participating with requesting manager on interview assessments, and administrate the pre-employment tests.
• Performing reference and background checks.
• Prepare employment and volunteers contracts, amendments in consultation with HR & Admin Officer & the MoO in framework of country practices and labour laws. Assure that contracts (and all documents that should be signed together with contracts) are signed by all employees before they begin working and kept safely.
• Coordinate new staff and volunteer induction program with concerned departments/divisions and conduct HR orientation for national positions.

> Compensation & Benefits
• Support in Preparing monthly payroll with all related deductions and additions.
• Prepare monthly payslips and distribute to all employees within 24 hours of bank transfer.
• Prepare staff time sheets in line with the payroll allocation.
• Prepare in Verifying and processing the data related to employee and volunteer status and changes, such as new hires, transfers, leaves of absence, and ensure that the HR database is updated on a regular basis.
• Answer employees and volunteers inquiries on HR related issues and handle received complaints.
• Responsible for all contractual related matters as we well as registration and deregistration of employees in social security and prepare relevant payment vouchers.
• Support in Preparing in personnel salaries reports and submit to the ministry of finance within the pre-defined timeframes.
• Support the programmes department in tasks related to volunteer administration.
• Prepare monthly or weekly payments for service contractors.
• Support in Preparing in Developing and schedule benefits orientations and other benefits training.
• Remain up to date in relation to Labour Laws/ Social Security and taxation regulations.
• Follow up with the health insurance provider on all claims, requests, and complaints pertaining to health insurance services.
• Coordinate the addition of new hires and cancellation of departing employees from health insurance scheme.

> Training & Performance Evaluation:
• Prepare training courses arrangements (internal & external), attending training sessions to evaluate delivery and services, and following up on the completion of training evaluation with all participants and submitting final report to MoO.
• Follow up with all line managers while setting annual objectives and ensure proper completion of designated forms.
• Coordinating mid-year and end of year performance evaluation process in collaboration with line managers, verify completion of evaluation forms and report findings to MoO.
• Responsible for following up on the probationary period process.

> Exit Process
• Initiating the process of concerned resigned employees and volunteers, following up and update the HR database as well as the hard copies related.
• Follow up with Finance Department to finalize the clearance and last payment of departing employees within the pre-defined timeframe.
• Prepare letters of reference and letters of experience as appropriate.

> Other duties as required in support of organization deliverables.

 

 

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