Job ID
29163
Job Title
Administration & HR Officer
To work for
ZOA - International
Country
Syria
City
Damascus
Field of Work
HR/QM - Administrative
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
IV. Primary responsible for Administration including Liaison:
• Develop and maintain administration systems and procedures to ensure accountability in line with organisational policies and procedures.
• Process and respond promptly to incoming communications (e.g. post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary.
• Records all incoming and out-going letters and documents.
• Produce a range of documents including letters/e-mails and presentations to a good standard by the required deadline.
• Maintain diaries, appointment systems, scheduling and arranging meetings and team events.
• Responsible for visa, work permit and applications to local authorities.
• Serve as liaison between ZOA and relevant contacts from different government representatives, local NGOs, governorates and other key stakeholders.
• Responsible for international visitors.
• Support logistics in travel arrangements for ZOA staff (hotel booking, rental vehicles, booking flight tickets…).
• Support logistics in SIM card allocations, communications records and payments.
• Coordinating with IT on all office equipment and IT related issues.
• General office and guest house procurement such as stationary, groceries & cleaning supplies
• Supervising staff in ZOA office & guest houses daily maintenance and cleaning.
• Responsible for work health and safety measures as identified in organisational policies and procedures.
• Undertake other administrative duties as required in accordance with program team.
• Ensure that all documents are archived in compliance with ZOA, governments and donors procedures and guidelines.
V. Support HR & Admin Officer in:
> Recruitment
• Prepare job postings and coordinate internal and external announcements as appropriate.
• Process job applications including initial screening, management of CVs database, forwarding CVs to requesting department/division.
• Arrange for and schedule interviews, participating with requesting manager on interview assessments, and administrate the pre-employment tests.
• Performing reference and background checks.
• Prepare employment and volunteers contracts, amendments in consultation with HR & Admin Officer & the MoO in framework of country practices and labour laws. Assure that contracts (and all documents that should be signed together with contracts) are signed by all employees before they begin working and kept safely.
• Coordinate new staff and volunteer induction program with concerned departments/divisions and conduct HR orientation for national positions.
> Compensation & Benefits
• Support in Preparing monthly payroll with all related deductions and additions.
• Prepare monthly payslips and distribute to all employees within 24 hours of bank transfer.
• Prepare staff time sheets in line with the payroll allocation.
• Prepare in Verifying and processing the data related to employee and volunteer status and changes, such as new hires, transfers, leaves of absence, and ensure that the HR database is updated on a regular basis.
• Answer employees and volunteers inquiries on HR related issues and handle received complaints.
• Responsible for all contractual related matters as we well as registration and deregistration of employees in social security and prepare relevant payment vouchers.
• Support in Preparing in personnel salaries reports and submit to the ministry of finance within the pre-defined timeframes.
• Support the programmes department in tasks related to volunteer administration.
• Prepare monthly or weekly payments for service contractors.
• Support in Preparing in Developing and schedule benefits orientations and other benefits training.
• Remain up to date in relation to Labour Laws/ Social Security and taxation regulations.
• Follow up with the health insurance provider on all claims, requests, and complaints pertaining to health insurance services.
• Coordinate the addition of new hires and cancellation of departing employees from health insurance scheme.
> Training & Performance Evaluation:
• Prepare training courses arrangements (internal & external), attending training sessions to evaluate delivery and services, and following up on the completion of training evaluation with all participants and submitting final report to MoO.
• Follow up with all line managers while setting annual objectives and ensure proper completion of designated forms.
• Coordinating mid-year and end of year performance evaluation process in collaboration with line managers, verify completion of evaluation forms and report findings to MoO.
• Responsible for following up on the probationary period process.
> Exit Process
• Initiating the process of concerned resigned employees and volunteers, following up and update the HR database as well as the hard copies related.
• Follow up with Finance Department to finalize the clearance and last payment of departing employees within the pre-defined timeframe.
• Prepare letters of reference and letters of experience as appropriate.
> Other duties as required in support of organization deliverables
• Develop and maintain administration systems and procedures to ensure accountability in line with organisational policies and procedures.
• Process and respond promptly to incoming communications (e.g. post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary.
• Records all incoming and out-going letters and documents.
• Produce a range of documents including letters/e-mails and presentations to a good standard by the required deadline.
• Maintain diaries, appointment systems, scheduling and arranging meetings and team events.
• Responsible for visa, work permit and applications to local authorities.
• Serve as liaison between ZOA and relevant contacts from different government representatives, local NGOs, governorates and other key stakeholders.
• Responsible for international visitors.
• Support logistics in travel arrangements for ZOA staff (hotel booking, rental vehicles, booking flight tickets…).
• Support logistics in SIM card allocations, communications records and payments.
• Coordinating with IT on all office equipment and IT related issues.
• General office and guest house procurement such as stationary, groceries & cleaning supplies
• Supervising staff in ZOA office & guest houses daily maintenance and cleaning.
• Responsible for work health and safety measures as identified in organisational policies and procedures.
• Undertake other administrative duties as required in accordance with program team.
• Ensure that all documents are archived in compliance with ZOA, governments and donors procedures and guidelines.
V. Support HR & Admin Officer in:
> Recruitment
• Prepare job postings and coordinate internal and external announcements as appropriate.
• Process job applications including initial screening, management of CVs database, forwarding CVs to requesting department/division.
• Arrange for and schedule interviews, participating with requesting manager on interview assessments, and administrate the pre-employment tests.
• Performing reference and background checks.
• Prepare employment and volunteers contracts, amendments in consultation with HR & Admin Officer & the MoO in framework of country practices and labour laws. Assure that contracts (and all documents that should be signed together with contracts) are signed by all employees before they begin working and kept safely.
• Coordinate new staff and volunteer induction program with concerned departments/divisions and conduct HR orientation for national positions.
> Compensation & Benefits
• Support in Preparing monthly payroll with all related deductions and additions.
• Prepare monthly payslips and distribute to all employees within 24 hours of bank transfer.
• Prepare staff time sheets in line with the payroll allocation.
• Prepare in Verifying and processing the data related to employee and volunteer status and changes, such as new hires, transfers, leaves of absence, and ensure that the HR database is updated on a regular basis.
• Answer employees and volunteers inquiries on HR related issues and handle received complaints.
• Responsible for all contractual related matters as we well as registration and deregistration of employees in social security and prepare relevant payment vouchers.
• Support in Preparing in personnel salaries reports and submit to the ministry of finance within the pre-defined timeframes.
• Support the programmes department in tasks related to volunteer administration.
• Prepare monthly or weekly payments for service contractors.
• Support in Preparing in Developing and schedule benefits orientations and other benefits training.
• Remain up to date in relation to Labour Laws/ Social Security and taxation regulations.
• Follow up with the health insurance provider on all claims, requests, and complaints pertaining to health insurance services.
• Coordinate the addition of new hires and cancellation of departing employees from health insurance scheme.
> Training & Performance Evaluation:
• Prepare training courses arrangements (internal & external), attending training sessions to evaluate delivery and services, and following up on the completion of training evaluation with all participants and submitting final report to MoO.
• Follow up with all line managers while setting annual objectives and ensure proper completion of designated forms.
• Coordinating mid-year and end of year performance evaluation process in collaboration with line managers, verify completion of evaluation forms and report findings to MoO.
• Responsible for following up on the probationary period process.
> Exit Process
• Initiating the process of concerned resigned employees and volunteers, following up and update the HR database as well as the hard copies related.
• Follow up with Finance Department to finalize the clearance and last payment of departing employees within the pre-defined timeframe.
• Prepare letters of reference and letters of experience as appropriate.
> Other duties as required in support of organization deliverables
Qualifications
Knowledge & Experience:
• Bachelor degree in Business Administration or Human Resources Management.
• Minimum working experience of 4-5 years in Administration and HR, or at least 2 years’ experience in a similar role.
• Minimum working experience of 2 years in an INGO.
• Excellent spoken and written command of English.
• Excellent spoken and written command of Arabic.
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
• Experience working with and capacity building local partners is a plus.
• Good knowledge about HR principles and tools.
• Good knowledge about accounting basics, taxations, social security and other relevant national laws and regulations.
• Good knowledge of work health and safety measures.
Skills:
• Collaborative and team player
• Initiative and result-oriented.
• Organised and structured.
• Communicative, open and decisive.
Attitude:
• Flexibility and adaptability;
• Service and participatory attitude;
• Interpersonal and cross-cultural sensitivity;
• Able to work under pressure and meet deadlines;
• Able to work in a sometimes fluid and insecure environment.
• Bachelor degree in Business Administration or Human Resources Management.
• Minimum working experience of 4-5 years in Administration and HR, or at least 2 years’ experience in a similar role.
• Minimum working experience of 2 years in an INGO.
• Excellent spoken and written command of English.
• Excellent spoken and written command of Arabic.
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
• Experience working with and capacity building local partners is a plus.
• Good knowledge about HR principles and tools.
• Good knowledge about accounting basics, taxations, social security and other relevant national laws and regulations.
• Good knowledge of work health and safety measures.
Skills:
• Collaborative and team player
• Initiative and result-oriented.
• Organised and structured.
• Communicative, open and decisive.
Attitude:
• Flexibility and adaptability;
• Service and participatory attitude;
• Interpersonal and cross-cultural sensitivity;
• Able to work under pressure and meet deadlines;
• Able to work in a sometimes fluid and insecure environment.
Specific Vacancy Requirements
Vacancy Closing Date: 12/03/2022
Regular travel to the field can be required.
ZOA operates with an equal opportunities policy and is committed to diversity in the workplace. Qualified women and men, people of all nationalities, and cultural backgrounds, and candidates with disabilities are welcome to apply.
CV's of no more than 5 pages in length are appreciated.
Please provide at least 3 references related to your previous employment listed in the application. References of previous positions held should not be older than five years.
Only selected candidates will be contacted and invited to participate in the process of recruitment. Documents that do not match the profile above will not be considered. Internal candidates will have priority, in case of similar results.
Please note that ZOA have may not choose to appoint this position on completion of interviews if a suitable candidate is not found and / or if needs change and the position is no longer necessary.
Duration of Position: 6 Months with the possibility of extension.
Starting Date: as soon as possible
Regular travel to the field can be required.
ZOA operates with an equal opportunities policy and is committed to diversity in the workplace. Qualified women and men, people of all nationalities, and cultural backgrounds, and candidates with disabilities are welcome to apply.
CV's of no more than 5 pages in length are appreciated.
Please provide at least 3 references related to your previous employment listed in the application. References of previous positions held should not be older than five years.
Only selected candidates will be contacted and invited to participate in the process of recruitment. Documents that do not match the profile above will not be considered. Internal candidates will have priority, in case of similar results.
Please note that ZOA have may not choose to appoint this position on completion of interviews if a suitable candidate is not found and / or if needs change and the position is no longer necessary.
Duration of Position: 6 Months with the possibility of extension.
Starting Date: as soon as possible
Salary and Benefits
Benefits Salary and conditions will be in accordance with ZOA Terms of Employment for National staff and relevant experience.
About us
ZOA is an international NGO, which offers RELIEF to people who are affected by conflict or natural disasters. ZOA wants to contribute to a new perspective of HOPE in which people work together for a promising future in dignity and mutual trust. Together with the affected communities, we work on the RECOVERY until they can provide to take care of their livelihoods. The work of ZOA is coordinated from the Netherlands. From there ZOA operates in seventeen countries in Africa, Middle East Region and Asia. ZOA works approximately with 900 employees worldwide.
ZOA has provided emergency relief to Syrians in Syria and neighbouring countries since 2014. In 2018, ZOA became registered to operate from Damascus. ZOA works alongside local partners in Syria to implement our projects and we are also strengthening our capacity to implement projects directly. Creating and strengthening of local capacity is an important element of the programme. We aim to expand our activities in livelihoods, primary education, WASH and shelter.
ZOA has provided emergency relief to Syrians in Syria and neighbouring countries since 2014. In 2018, ZOA became registered to operate from Damascus. ZOA works alongside local partners in Syria to implement our projects and we are also strengthening our capacity to implement projects directly. Creating and strengthening of local capacity is an important element of the programme. We aim to expand our activities in livelihoods, primary education, WASH and shelter.
Required employees number
1
Posted On
Feb 22, 2022
Expiry Date
Mar 24, 2022
Photo
Required
CV Language
English