Under the authority of the Director of the Office, and the direct supervision of the Finance and Administrative Officer, the HR Assistant will:
Provide support to onboarding of new personnel, including but not limited to drafting welcome note, ensuring mandatory trainings, documents and orientation schedule are completed on time;
Provide oral and written response to staff inquiries regarding their conditions of service; drafting of correspondence in relation to the inquiries for signature by the Finance and Administrative Officer;
Provide support in the overall filing system of HR files, both fixed term and temporary categories, staff or non-staff;
Maintain vacancy announcement files and track status of vacancy announcements; process request for direct payment for advertising of new project/programme positions if/when required;
Assist in organizing and coordinating written and/or technical tests and competency-based interview process, and initiating and following-up on reference checks and academic verifications, ensuring the completion of pre-recruitment formalities in accordance with the check-list for contract issuance;
Input and tracking of all transactions related to projects/programmes recruitment including contract issuance (SCs), performance evaluation and contracts extensions/amendment/terminations. Verify affiliation in a medical and a pension plan initially by requesting proof from the SC holder every time the contract is renewed or every 6 months, whichever is sooner;
Assist in creation/update of Service Contract (SC) positions, and inters/trainees/volunteers in iRIS/SAP;
Tracking of all transactions related to SC positions, recruitment, benefits, earnings/deductions, adjustments, extensions and separations through iRIS/SAP;
Provide analytical and administrative support to the Office’s recruitment campaigns and recruitment system (staff and non-staff);
Ensure Check-in and Check-out forms are completed and duly signed by all parties concerned for all SC holders, interns, trainees and volunteers.
Assist in maintain up to date the Organization and functional chart of the Office:
Provide logistical and administrative support with events’ organization i.e. meetings, workshops, including trainings;
Provide administrative and logistical support to Consultancy portfolio i.e. data updates, filing and quality assurance, assisting in recruitment process to the finalization of consultancy contract (e.g. reference check, following up on required documents with selected candidate compilation of mandatory documents);
Assist in Protocol duties as required which includes follow-up with the Ministry of Foreign Affairs;
Takes initiatives to propose improvements where deemed necessary through a consultative process, and contribute to knowledge networks and communities of practice;
Provide general support services; process, draft, edit and finalize for signature/approval a variety of correspondence and other communications; set up and maintain files/records; monitor deadlines under tasks to be performed, updating team/task planner and following up on action items with relevant team members;
Provide general support related to the maintenance of the premises and safety issues, ensuring health and safety of their employees and any visitors;
Any other related tasks as may be required or assigned by the supervisor;
Required Qualifications:
Education:
Technical Education with specialized certification in HR.
Work Experience:
5 years of progressively responsible experience, with at least 3 of proven experience in human resources is required at the national or international level.
Languages:
Excellent knowledge (spoken and written) of Spanish and very good knowledge of English.
Excellent knowledge of MS office (Word, Excel, Outlook, PowerPoint) Experience in handling of ERP systems or cloud-based HR solutions, in particular for recruitment, administration of benefits and entitlements and talent management is highly desirable.
