POSITION TITLE: HR Assistant

JOB LOCATION: Hadhramout Governorate, Al Mukalla District

REPORT TO: HR Officer – HR Manager

ANNOUNCEMENT CLOSING DATE: 25/01/2024

ABOUT FMF:

The Field Medical Foundation (FMF) has been operating in Yemen for since 2012 during even the most dangerous peak of the conflict in the region. Our staff of dedicated professionals and passionate volunteers are the helping hand that delivers aid from local and/or international partners to those who require it the most, in a country that was already suffering before the war. Today we have helped humanitarian aid reach the hands of more than 9 million vulnerable people in Yemen to help them not only to survive but also to rebuild their lives. We aim to provide a comprehensive approach to providing aid through interventions, which is why we work in almost all sectors of international emergency relief.

*FMF provides work environment which is free of sexual exploitation and abuse, discrimination, and all forms of harassment and abuse of the foundation.

*We undertake rigorous procedures to ensure that only people suitable to work with children and adults’ beneficiaries are allowed to join our organization so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children and adults’ beneficiaries from abuse.

POSITION SUMMARY

Perform administrative activities according to the instructions of the supervisor and FMF rules and protocols to ensure efficient administrative support to FMF office staff

POSITION DESCRIPTION/ KEY RESPONSIBILITIES:

• Provides support with regard to all human resources administrative actions, including maintenance of staffing tables, recruitment, and placement for the Service, ensuring consistency in the application of FMF rules and procedures.
• Maintain employee’s personnel records ensuring timely and accurate records.
• Support in maintaining confidential documents related to staff and coordinate to process new hire and exit and termination process paperwork.
• Assist in payroll preparation by providing relevant data, by collecting timesheets and attendance records, absences and leaves.
• Update leave balance of the staff.
• Assist in consultation with the line manager in some HR functions such as recruitment, onboarding, clearance, trainings and annual appraisals.
• Archiving all the documents in addition to the advance and clearness.
• Provide orientations and induction for new employees by sharing onboarding packages and explaining policies.

Other Task:

• Receive and check supporting documents related to payments done at the sub-base level, paying attention to the correct filling out and signatures of the documents, before sending the documents back to Aden for clearing of the weekly PENDING/cash request.
• Check on PENDING documents from different staff and ask for clarifications and ensures follow-up of weekly clearances (PENDINGS – envelopes).
• Work in close collaboration with logistic officer based in the sub-office.
• Ensure the smooth functioning of office equipment and report any maintenance or repair needs.
• First responsible for handling the safe in the sub-office.
• Follow up the payment of the bills as (electric, internet, water and land line).
• Buy the monthly supplement and other office’s needs.
• Ensure office reception is well managed, organized and attended to, at all times, receiving guests, directing them, as well as receiving and dispatching calls (i.e. seating, visibility, notice board, tidiness, etc.).
• Performs other functions if and when required by line manager.

QUALIFICATIONS AND REQUIREMENTS:

• Experience in the same field is preferable.
• ability of good speaking and writing in English and Arabic.
• Commitment, honesty and reliability.
• Proficiency in MS Office (MS Excel, MS Word and MS PowerPoint, in particular.
• Teamwork skills creativity and flexibility.
• Previous experience in working with NGOs.
• Ability to work under pressure and meet deadlines.

NOTE: Applicants are requested to apply as soon as possible; the interviews will be done in a rolling basis.

HOW TO APPLY: 

• The deadline for receiving applications is Thursday, January 25, 2024 
• Interested candidates are requested to submit their application by (CLICKING HERE) 
• Only short-listed candidates will be contacted.