HR Assistant

Catholic Relief Services (CRS), Cairo, Egypt

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
30th December, 2016


Job Description

Position Title: HR Assistant "For Egyptian Citizens Only"

Functional Group: Local Office

Location: Egypt

Reports to: HR Officer

Supervisory Responsibilities: None

Compensation Band: B

Background:

The CRS Egypt country program began in 1956 at the invitation of the Egyptian president Nasser by providing relief assistance to the victims of the Suez War. Over the following few decades, CRS Egypt moved from large-scale food relief to long-term poverty alleviation and development programs. CRS Egypt works in a wide variety of areas within the development field.

Currently, CRS Egypt has three main programs: the livelihoods program, interfaith peacebuilding program and the education assistance program for refugees. Projects under these programs range from the provision of technical assistance and capacity building to partners, and promoting peace and tolerance, to educational grants for refugees, and the protection of children who are victims of trafficking. Additional programming includes Emergency Preparedness and Response projects that arise as need be. A regional Management Quality unit assists the CP support department in developing and maintaining the highest level of operations standards.

CRS Egypt currently holds a main office in Cairo, and sub-offices in Maadi and Mohandessin.

Job Summary:

  • Under the supervision and guidance of the HR Manager, the HR Assistant is responsible for assisting the Country Program (CP) senior management and staff through ensuring timely, efficient and effective operations support in assigned areas of responsibility.

· The HR Assistant provides general administrative and secretarial support. S/he exercises independent judgment in planning and organizing a diversified administrative support portfolio and recommends changes to operations practices to the senior management to improve efficiency and effectiveness in assigned areas. S/he ensures services are provided in a professional and courteous manner.

Specific Responsibilities:

The incumbent will carry out the following functional areas:

Personal files:

· The maintenance of accurate personnel files for national staff.

· Maintain all work contracts for national staff

· Maintain staff labor work books, as well as pension, health and unemployment forms as per local law requirements.

· Process staff vacation, sick and other types of leave

· Complete work termination papers in compliance with CRS policy and local legal regulation

HR Support:

· Manage staff medical insurance claims and requests: manage complaints and feedback related to service provider. Handle special approvals for some medical services, prepare quarterly payment requests for the medical service suppliers,

· Assist supervisors with monitoring the timekeeping process: monitor timesheets submissions; maintain employee leave balance report; reconcile timesheets and leave requests with attendance sheet and report any discrepancies to supervisors.

· Assist in the recruitment process; printing CVs, contacting candidates, preparing, scheduling and organizing tests and interviews in coordination with the HR and Procurement officer and the recruiting manager.

· Following up and ensuring that newly hired staff has submitted their reference checks and hiring legal papers in accordance with CRS recruiting policy and the local labor law.

· Maintain a tracking system to ensure that CRS recruitment processes and policies are followed accurately.

· Create and maintain an organized Personnel filing system as per the Labor Law and CRS Auditors requirements.

· Update and maintain an up-to-date HR database system.

· Organizing staff development events

Legal regulative issue and CRS Policy:

· Make sure that Policies and Procedures Manual is available in all official language versions and provide clarification if required by staff.

Communication, Coordination and Other Duties:

· Coordinate with Program Support Department staff members, Project Managers and Project Officers and Partners as required.

· Responds to audit queries in a timely and professional manner when necessary.

· Any other responsibilities as directed by the Operations Manager/Head of Operations, and Country Representative.

· Keep senior management informed of all law changes that might have influence on CRS mission in CP

Internal Coordination and Communications:

· Coordinate with other peers all activities in support of the grant/project.

· Undertake donor liaison in the field as required in support of senior management.

· Implement the MEAL activities to capture project progress, accountability and learning environment and it applicable work with partners to ensure consistent understanding and implementation of MEAL activities.

· Mediate as necessary among local actors during project life.

Protection:

  • Complete the Protection training module through CRSLearns (Staff Only);
  • Familiarize themselves with the Protection Policy;
  • Sign the updated Code of Conduct and Acknowledgement of the Policy on Protection from Abuse and Exploitation;
  • Report concerns of suspected exploitation or abuse in accordance with the Reporting Procedures.

Key Working Relationships:

Supervisory: None

Internal: All staff.

External: Partner Organizations, Local Banks, Local Taxation and Social Security Authorities, Auditors.

Agency-Wide Competencies:

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results:

  • Serves with integrity
  • Models stewardship

· Cultivates Constructive Relationships

· Promotes learning.

Position Requirements and Qualifications:

Professional Qualifications:

  • 2-3 years of experience in related field.
  • Prior experience with international, bilateral or multilateral organization.
  • Strong ability to read and interpret policies and regulations.
  • Fluency in written and spoken English with strong drafting skills.
  • Ability to make oral presentations and write clear reports and guidance in English and Arabic.
  • Skilled in MS Office Suite, including Word, Excel, Outlook, PowerPoint, and Internet.

· Seek and apply knowledge, information and best practices from within and outside Development Agencies.

·

Education:

  • Graduate degree in a respective field;
  • Post-Graduate degree preferred in a directly related field, such as HR Diploma

· Significant work experience in a directly related field will be considered in lieu of a graduate degree

Personal Competencies:

  • Special analytical skills and sensitivities toward the most vulnerable
  • Excellent writing and communication skills.
  • Comfortable working as part of a team and under time and work pressure.
  • Skilled in obtaining information necessary to accomplish duties
  • Well organized, able to plan, prioritize work, multi-task and meet deadlines
  • Personal ability to deal, in a humble and dignified way, with a vulnerable segment of beneficiaries.
  • Capacity to initiate, sustain and deepen relationships with key partners.
  • Good interpersonal skills and ability to work smoothly in a multi-cultural environment while building good teamwork spirit.
  • Ability to communicate sensitively and effectively across different constituencies.
  • High tolerance rate for working under pressure and dealing with diversified cultures and tense situations.
  • Customer Service approach.
  • Strong ability to analyze data, identifies gaps, and makes recommendations.

· Position requires flexibility and the capacity to deal with ambiguity and change

Physical Requirements/Environment:

· Normal conditions of an office environment.

· Regular travel to field offices.

· Position requires flexibility and the capacity to deal with ambiguity and change until regional systems and standards are in place.

Disclaimer:

This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.


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