Overview
The Human Resources Associate will support the coordination of human resources functions in the office, assisting with recruitment processes, pre-employment activities, and HR system data management.
Tasks Summary
- Assist in coordination of recruitment processes, including guidance to hiring managers, drafting and posting Vacancy Notices, screening applications, drafting interview protocols, preparing and administering written tests, participating in interview panels, drafting candidates’ assessment forms, conducting reference checks, preparing job offers, and administering the recruitment mailbox.
- Carry out and coordinate pre-employment activities such as preparation of Entry on Duty (EOD) documentation, collection of supporting documentation, coordination of EOD medical exams, follow-up with Medical Services on medical clearance, coordinate enrollment in insurance plans, support induction sessions, and arrange for security briefings.
- Perform assigned role(s) in the organizational HR system, ensuring data consistency and accuracy; input and maintain data, verify eligibility for allowances and benefits, monitor contractual situation and entitlements, and initiate actions and generate reports, contract extensions, and personnel actions.
- Perform the role of Timekeeper, monitoring, maintaining, updating, and reconciling leave quotas; generating, editing, and analyzing leave-related reports; and responding to questions concerning leave administration.
- Carry out Human Resources actions, including preparation of documentation for separation, classification, reclassification, promotion, and disciplinary cases, and coordinate with relevant offices.
- Prepare reports on personnel matters and submit timely; draft and review routine correspondence, letters, and certifications; open and update personal files; and create and maintain systematic archiving of Human Resources documents.
- Update and maintain electronic and physical archiving systems, including personnel files, recruitment files, and HR policies.
- Assist in monitoring compliance with the performance evaluation process and follow-up with staff and supervisors.
- Organize Human Resources events, including staff development and training activities, and maintain updated records.
- Provide information to staff on their entitlements and responsibilities.
- Respond to standard inquiries and refer sensitive/complex ones.
- Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures.
- Assist in analyzing and resolving sensitive cases by collating background information and preparing summaries.
- Participate in inter-agency Human Resources related working groups as assigned.
- Provide guidance and training to new/junior staff in the unit.
- Perform other related duties as assigned.
Experience Requirements
- High School diploma with five years of relevant experience; or, Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with three years of relevant professional experience.
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
- Previous experience in SAP is a distinct advantage.
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Qualification Requirements
- High School Degree/Certificate
- Bachelor’s degree in Human Resources, Business Administration, Psychology or related field
