Under overall supervision of the Admin & HR Coordinator, the HR Assistant is responsible for effective follow up and implementation of day-to-day human resources activities, documentation and tracking in compliance with organizational standards and labor law regulations.
HR Administration
a. Assist in the preparation, administration, and management of staff contracts and contract amendments.
b. Prepare Mandate Agreements and Tripartite Agreements for service providers and Mahrams, and ensure proper archiving of all related documentation.
c. Monitor contract expiry dates and ensure that contract extensions, position changes, salary amendments, and terminations are processed in a timely manner and in compliance with internal policies and applicable labor laws. Prepare staff ID cards as required.
d. Ensure all contracts and amendments are duly signed by the relevant parties and uploaded to personnel files.
e. Ensure staff members are informed of and sign all mandatory and relevant documents, including but not limited to the Informed Consent Form, National Staff Handbook/Duty of Care, Code of Conduct, Key Policies, and other applicable procedures.
f. Support contract termination processes in compliance with labor laws and organizational procedures by ensuring all required documentation is completed, collected, and signed, including termination checklists.
g. Prepare and regularly update the list of service providers and assign enumerators to project activities as required.
h. Ensure debriefing and exit interviews are offered and conducted for staff members upon completion of their contracts.
i. Monitor staff attendance and leave balances and prepare monthly attendance reports.
j. Follow up on staff performance evaluations and ensure proper filing and archiving.
k. Update HR tracking tools and reports on a monthly basis.
l. Maintain employee records in accordance with applicable laws and organizational policies and procedures.
m. Ensure all personal and employment-related documents are uploaded and maintained in ELO.
n. Update and maintain leave trackers, organizational charts, and other HR databases as required.
o. Update and maintain staff records in the Ministry of Economy (MoEC) online portal
Recruitment, Selection, and Onboarding
p. Support hiring managers throughout recruitment and onboarding processes.
q. Ensure conflicts of interest are declared, reviewed, and appropriately mitigated throughout the recruitment process.
r. Assist with recruitment activities for vacant positions, including preparing longlists and shortlists, organizing and attending interviews and written tests, conducting reference checks, and managing the job offer process.
s. Ensure all recruitment and selection documentation is accurately completed, filed, and archived.
t. Ensure newly hired employees receive, review, and sign all required employment documents, including the Welcome Letter/Email, Informed Consent Form, Job Description, Code of Conduct and Key Policies, National Staff Handbook/Duty of Care, and other required documentation.
u. Support employee onboarding activities and ensure personnel files are complete prior to commencement of employment.
v. Perform any other HR-related duties assigned by the Line Manager
