HR Clerk
ACTED
Total years of experience :4 years, 2 Months
Personal Folders / Filing:
• Ensure that personnel files are kept up to date and deadlines respected (annual performance reviews, contract amendments…)
• Create new personal folders for new national and international staff and ensure that the personal folder database have been updated on regular basis such as (new hires, terminations, leaves, warnings, etc.)
• Assessing, organizing and coding server documents for all Bases.
• Responsible for scanning and uploading all needed documents to the server and to the archiving system.
• Collect missing documents from Amman office and filed offices.
• Retrieving records on request and forwarding these to relevant parties.
• Develop an efficient filing system to make updating and retrieving files easier.
• Provide audit department with all documents they ask for to conduct audits and collect them back.
• Receive documents shipped by other countries\bases and file them in soft and hard copies.
• Follow policies and confidentiality dictations to safeguard data and information.
Human Resources:
• Carry out procedures related to local HR practices & Activities
• Follow up of staff (Nationals & Internationals) leaves & Attendance, provide necessary forms for staff and review the whole process and leave balances for Area offices, while needed.
• Follow up of ACTED HR standards templates in line with ACTED HR Manual/policies and answer employees’ questions and provide requested information.
• Follow up exits documents for national and international staff.
• Up-date and ensure proper documentation of the HR files and of HR digital files on Homere as per ACTED HR regulations, (contract, TOR, personal folder etc…);
• Update the Mailing list on a regular basis and ensure the accuracy of data.
• Update the Grievance follow-up sheet and warning letter tracker on a regular basis.
• Collect the monthly HR reports for all bases and sent them for headquarter.
• Make sure to provide the security department with the headcount for the whole of Syria each month.
• Update the table of authorization.
• Maintain stationary Stock, preparing inventory regularly.
National Staff Recruitments:
• Schedule interviews/tests and coordinate hiring process steps and calendar activities
• Ensure to collect all necessary documents of applicants as indicated in ACTED HR regulations.
• Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.)
• Tracking new employee’s orientation, on boarding, welcome package, and ensure provide them with ACTED mandatory trainings.
HOMERE Follow up
• Homere Monthly Reports preparation.
• Update and insert staff leave and contract details.
• Review and validate of all overtime calculations.
• Insert and update all staff trainings and capacity building requests.
• Review and validation of staff attendance sheets.
• Validation of HOMERE database updates.
• Review and update the national staff grade, salary & position to be in accordance with country approved salary grid.
• Update the contact list and partner’s collaboration to the working groups.
• Support in providing the needed support in the protection component.
• Assist Protection team in field monitoring and follow up.
• Conduct needed assessments with the implementation partners.
• Create communications calendar.
• Co-ordinate with teams to collect and create success stories for periodic reports.
• Co-ordinate with teams and stakeholders to collect / create quotes, testimonials, pictures etc. for reporting and visibility purposes.
• Edit and proofread documents.
• Translate documents.
• Support the fundraising, grants, and compliance work in AAAR.
• Search the web for new funding opportunities.
• Search the web for information and data related to any humanitarian proposal.
• Update and Follow up on the filing of the Department of resource mobilization.
• Engage current and potential users on social platforms.
• Building brand loyalty and community interaction on social platforms.
• Monitoring, editing and reading users driven contents.
• Executing projects that increase user activities and engagement.
• Auditing site French version
• Help plan for and facilitate workshops and working session with camp staff and stakeholders.
• Participate and document meetings, workshops and other events linked to the child protection Annual Work plan.
• Conduct field visit and relevant questionnaire developed by UNICEF about psychosocial support (PSS) and interviewing children in friendly manners.
• Preparing transcription of field collected data and present them with a manner that facilitate data analysis.
• Communicate with local CPOs to prepare for focal group discussion.
• Support in drafting formal letters and following on the process of their signature.
• Summarize information reflecting current obligations and future program and budgetary implementation
Archiving Files and relevant secretarial duties
learning about the french civilization,culture and literature, in addition to translation from French to Arabic and vise versa, writing skills, presentation and debate and other academical subjects.