**About Acted**

“We go the last mile. Founded in Afghanistan, against the backdrop of a forgotten crisis, Acted’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. Millions of vulnerable people around the world need humanitarian assistance today, and hundreds of millions will need it tomorrow, in the face of the growing threat of climate change. We believe that our assistance must be conceptualised and delivered within the framework of people’s natural environments, and the territories on which they depend. Therefore, Acted pursues a triple mandate as a humanitarian, environmental and development aid actor, contributing to the relief, stabilisation, and recovery of crisis-affected people in fragile areas. This vision is guided by the motto “Think Local – Act Global” - reflecting the need to rely on a deep understanding of local territories and contexts to develop and implement actions based on local knowledge, structures and capacities. This local thinking contributes to a global response - running through all Acted programming and operations - as we work together towards the building of a 3ZERO world: a world with Zero Exclusion, Zero Carbon, and Zero Poverty”.

**Greening strategy:**

Acted’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each Acted employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.

• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles

• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

**Acted PSEAH Policy:**

The Area Admin HR Assistant has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). Procurement Assistant has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to Acted’s procedures. Procurement Assistant carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers.

Job Purpose

Under the supervision of Area Senior Admin/HR Officer, the Area Admin/HR Assistant is responsible for supporting all logistics processes under his/her area.

The Area Admin /HR Assistant may be asked to supervise various aspects of the logistics department or focus on a few activities. This will depend on the team structure at the Dier AlZor Office, which may evolve over time. However, all HR staff are expected to cover other tasks and be aware of the procedures for all aspects of the logistic operations.

**Chain of Command**

Under the authority of:

Area Admin/HR Officer

Area Senior Admin HR Officer

**Line Management:**

Cleaner -Office Helper

**Working Relations**

Internal:

\- HoDs.

\- FLATs

External:

\- Incentive labours.

**Objectives**

•The Admin/HR Assistant works under the direct supervision of the Senior Admin& HR Officer and is responsible for supporting the HR operations for the Amuda office and sub-bases according to standardized HR Manual guidelines. In addition, the HR Officer is also responsible for assisting the HR Officer in his/her duties, such as recruitment, Titanic preparation and enumerator follow-up*.*

• **DUTIES AND RESPONSIBILITIES**

ADMINISTRATION:

1\. Assist the Admin Officer to make sure that all Admin FLAT procedures are implemented and followed regularly.

2\. Follow up with the site maintenance team to do the needed maintenance for ACTED’S caravans in camps.

3\. Ensure ACTED HR rules, regulations and procedures as described in the HR Manual are in place camps.

4\. Coordinate with another department to prepare order forms of stationery and kitchen supplies in camps and share with the HR Officer to follow up procedures.

5\. Liaise with the logistics department and the preparation of requests for the monthly needs of kitchen supplies and cleaning materials from the general warehouse

6\. Prepare the table of Authorized signatures and share it with the HR Officer.

7\. Update the contact list and emergency contact list on a monthly basis.

HUMAN RESOURCES:

1\. Assist HR Officer in the management of staff in Camps, prepare HR file for the new jo and ACTED’s ID cards.

2\. Prepare the Monthly Attendance Sheets for all staff in Camps.

3\. Collect the leave requests and sent them to the main office for signatures.

4\. Update the leave follow-up trackers on daily basis, Share the balance of staff with HoDs every month and insert all leave requests to Hommer on daily basis.

5\. Assist the HR Officer to prepare the contracts of the inventive labours, and preparing the Attendance Sheets for them.

6\. Prepare the HR file for the inventive labours and make sure it includes all need documents.

7\. Follow up on standard HR system and procedures.

8\. Follow up on staff Appraisal forms and assist the HR Officer in categorizing and filing them accordingly as per the HR Manual.

9\. Ensure all staff are aware of modifications to the HR Manual and have all signed Code of Conduct and need documents.

TITANIC FOLLOW-UP:

1\. Collecting necessary papers (attendance sheet, leave forms, etc.) from the camps and give to HR Officer for preparing Staff Report.

2\. Contact the staff that have made mistakes on their attendance sheets for correction.

3\. Upload and save all the above documents to the network server on monthly basis for FLAT to review to be able to approve the monthly HR Titanic at the country level.

4\. Assist the HR Officer to make sure the HR FLAT procedures are implemented and followed regularly.

5\. Collecting necessary documents for inventive labour ( contract ,attendance sheet, ID, etc) .

6\. Assist to the HR officer to prepare IWs Titanic , and upload all documents to the server.

Recruitment:

1\. Assist the recruitment Officer to arrange for written test, interviews.

2\. Assist the HR Officer in the follow-up recruitment process in camps.

FILING:

1\. Set up the Filing system in camps concerning the standard filling system.

2\. Ensure that all staff have personal folders complete and contain (contracts, CVs, Staff History, Job Application forms, Leave forms, certificates, diplomas and other required documents).

3\. Ensuring all parts of the recruitment process (interview grid, selection, long-list etc) are fully documented and filed accordingly.

OTHERS:

Any other tasks assigned by the Country HR Manager / Senior HR Officer/ HR Officer.

HR Assistant is responsible for all the above tasks in front of the Country HR Manager and Senior HR Officer.

**Key Performance Indicators**

• For example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success in reaching targets

- • % success rate of inductions and orientations
- • % of employee engagement and satisfaction index
- % of finalizing the Administrative reports promptly

• % of validation of the area HR reports submitted to the capital area

**QUALIFICATIONS**

- University degree (Bachelor's degree in law, business administration, finance or any related field).
- Previous year of experience working in a similar position with NGOs/INGOs is a must.
- Fluent in Arabic and Good working knowledge in English (speaking, reading, writing).
- Excellent command of Microsoft office suite (i.e. word, excel, PowerPoint).
- Able to multitask, prioritize, and manage time efficiently.
- Flexible, and have the ability to cope with stressful situations.
- Excellent verbal and written communication skills.

Strong interpersonal communication skills.

Important Notes:

- Acted is committed to the prevention of sexual exploitation and abuse in the framework of its programs in Syria. The successful candidate will be required to adhere to Acted Code of conduct and Acted Global Policies especially regarding the protection of children and the protection against sexual exploitation and abuse. A rigorous reference and background checks will be undertaken, and information will be requested from previous employers about any disciplinary action of sexual exploitation, sexual abuse and/or sexual harassment during employment. By applying, the job applicant confirms his/her understanding of these recruitment procedures.
- Acted is committed to gender equity and to have a balanced and diverse workforce. Acted strongly encourages qualified women, persons with disabilities and persons from under-represented groups to apply to the position.
- Acted offers a variety of arrangements that enable women to excel in their careers, including flexible working hours for work-life balance, maternity leave, and career coaching.

Acted never uses external recruitment agencies and recruitment is always free of charge.

The necessity of ensuring the highest standards of efficiency, competence, and integrity, with proper attention to promoting diversity, is the most important concern in the recruitment and employment of staff at Acted.

- Applicants must provide complete and accurate information pertaining to their personal profile and qualifications to be considered for the current job opening. No amendment, addition, deletion, revision, or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided.
- **Acted never uses external recruitment agencies, and recruitment is always free of charge.) The Acted and its employees don’t request or receive any money for the services provided, and our services are completely free.**