Human Resources Assistant

Job Posting Organization:
The organization is focused on humanitarian efforts and operates in various countries, aiming to provide support and assistance to vulnerable populations. It emphasizes inclusion, respect for diversity, integrity, and professionalism in its operations. The organization has a significant presence in multiple countries, working with local and international partners to address humanitarian needs and promote sustainable development. It is committed to fostering a diverse workforce and creating an inclusive environment for all employees.

Job Overview:
The Human Resources Assistant will play a crucial role in supporting the recruitment and onboarding processes within the organization. This position involves coordinating various HR activities, including the publication of job vacancies, managing applications, and facilitating interviews. The successful candidate will also handle pre-employment tasks such as preparing documentation for new hires, coordinating medical exams, and ensuring that all necessary paperwork is completed accurately. Additionally, the role requires maintaining HR data in the PRISM HR system, ensuring data consistency, and generating reports related to personnel actions. The assistant will also support the separation and promotion processes, manage electronic and physical filing systems, and assist in organizing HR events and training sessions. Overall, this position is vital for ensuring that the HR functions operate smoothly and efficiently, contributing to the organization's mission of providing humanitarian assistance.

Duties and Responsibilities:

• Coordinate recruitment processes by publishing vacancy notices, sorting applications, arranging interviews, and preparing necessary documentation.
• Conduct pre-employment activities, including preparing Entry On Duty documentation, coordinating medical exams, and organizing orientation sessions.
• Maintain and input data in the PRISM HR system, ensuring accuracy and consistency.
• Act as a Time-keeper in PRISM, managing leave quotas and generating related reports.
• Support separation, classification, and promotion processes by collecting documentation and coordinating with relevant units.
• Update and maintain electronic and physical archiving systems for personnel and recruitment files.
• Draft employment certificates, notices, and reports, and support the submission of documents.
• Organize meetings and training activities, handling logistical arrangements and preparing necessary materials.
• Respond to inquiries regarding HR policies and procedures. 1
• Perform other related duties as assigned.

Required Qualifications:
Candidates must possess a High School diploma with four years of relevant experience or a Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field with two years of relevant professional experience. Proficiency in Microsoft Office applications is essential, and experience with SAP is a distinct advantage. Candidates should demonstrate attention to detail, organizational skills, discretion, and a client-oriented approach. Previous experience in international humanitarian organizations or government institutions in a multicultural setting is preferred.

Educational Background:
The educational requirements for this position include either a High School diploma with four years of relevant experience or a Bachelor’s degree in a related field such as Human Resources, Business Administration, or Psychology, accompanied by two years of relevant professional experience. This educational background ensures that candidates have a foundational understanding of HR principles and practices, as well as the necessary skills to perform the job effectively.

Experience:
The position requires candidates to have a minimum of two years of relevant professional experience if they hold a Bachelor’s degree, or four years of experience if they have a High School diploma. Experience in HR functions, particularly in recruitment and onboarding processes, is essential. Familiarity with HR systems such as PRISM and SAP is advantageous, as is prior work experience in international humanitarian settings or government organizations. Candidates should also demonstrate a willingness to learn and adapt to new challenges in a dynamic work environment.

Languages:
While the job posting does not specify mandatory languages, proficiency in English is likely essential given the international nature of the organization. Additional languages may be beneficial, particularly those relevant to the local context or the populations served by the organization, enhancing communication and collaboration within diverse teams.

Additional Notes:
The position is likely to be full-time, and while the job ad does not specify the contract duration, it is common for such roles to be offered on a fixed-term basis. The organization values diversity and encourages applications from individuals of all backgrounds. Compensation and benefits details are not provided in the job ad, but candidates can expect a competitive package in line with the organization's standards.