HR Assistant

Duty Station: Ramallah

Starting Date: ASAP

Première Urgence Internationale is a French non-profit, non-political, non-religious non-governmental international organization (NGO); which has been operational in the Occupied Palestinian Territory since 2002. PUI is operating in the West Bank, including East Jerusalem and Gaza Strip. The organization is working in different fields such as shelter, Food security and livelihoods, Agriculture, Heritage, Economic recovery and Cultural Heritage.

PUI’s humanitarian and development aid strategy focuses on providing support to populations affected by the coercive environment and subsequent violations of international humanitarian/human rights law in both the West Bank (WB) and the Gaza Strip (GS). It combines several sectors of intervention to prevent the loss of livelihoods and displacement of populations as a consequence of protection threats, addresses the lack of services (Health, Education, WASH), and the lack of access to agricultural lands or job opportunities.

Overall Objective

The HR Assistant will work under the supervision of the HR Coordinator at the coordination office, providing comprehensive support to various bases. This role encompasses recruitment, contract management, HR software maintenance, and administrative tasks, ensuring effective HR operations across the mission.

Tasks and Responsibilities

• Management of Recruitment and Integration of New Employees
• Management of Employment Contracts/Files
• Ensure the proper management of the HR Software (HOMERE) and related tasks
• Participation in HR Mission Department Activities
• Administrative Support and Secretariat Functions
• HR Risk Management

Specific Objectives and Linked Activities

1- Management of Recruitment and Integration of New Employees:

• Plan and coordinate all recruitment activities.
• Collaborate with recruitment managers to assess current and future staffing needs and submit them for validations.
• Serve as the HR focal point for recruitment processes, ensuring compliance and transparency.
• Participate effectively in respecting the stages of the recruitment process.
• List all application files received in the recruitment form, make a pre-selection and then send all the documents to the recruiting department concerned.
• Organize recruitment tests, interviews, and reference checks.
• Ensure that all recruitments are followed by a recruitment comparison table signed by the people who took part in the interview.
• Archive recruitment files post-completion and manage onboarding processes for new hires.
• Manage the arrival of new recruits: creation of personnel files, verification of requested documents, receipt of information sheets, additions to the insurance, preparation with the logistic department for the needed tools (laptop, desk, keys, PUI Card,..).
• Ensure that all integration information is transmitted to newly recruited employees, all briefings are carried out and ensure that all mandatory documents are signed by new employees and archive physical and digital individual files (code of conduct, internal regulations, PUI charter and any other required document).
• Check the recruitment documents provided by the bases and claim the missing elements.

2- Management of Employment Contracts/Files:

• Draft employment contracts for new hires and amendments for current staff and follow on getting the needed signatures from the staff and the head of mission.
• Oversee the lifecycle of employment contracts, including renewals and terminations.
• Management and updating of national personnel files.
• Follow up on expatriate personnel files to ensure all necessary data is collected and archived appropriately.
• Follow up on appraisal documents from the bases to ensure timely completion.
• Collect original appraisal documents and archive them in each employee's file (soft and hard).
• Ensure monitoring of staff in the event of a work accident.
• Check the HR documents provided by the bases and claim the missing elements.
• Training Plan Management:
  • Gather data from Managers and Field Coordinators in addition to coordination staff to fill in the annual training plan.
  • Update the training plan regularly based on trainings taken, canceled, or postponed, including associated costs for budget tracking.
  • Provide a finalized version of the training plan at the end of the year reflecting all training activities.

3- Ensure the proper management of the HR Software (HOMERE) and related tasks:

• Maintain up-to-date employee records in HOMERE.
• Ensure digital archiving of each employee information is accurate and complete in HOMERE.
• Check the HR data entered by the bases and claim the missing elements.
• Check and monitor the end dates of employment contracts for all employees in the database,
• Perform regular backups of the HR Software.
• Make final settlements for employees at the end of their contract in the Homère Software.
• Prepare monthly payroll:
  • Prepare all documents for payroll and request missing information.
  • Ensure that requests for paid leave days/hours, sick leaves (with or without report), maternity, marriage or other absences have been validated on the EMS system and comply with PUI rules before recording them in the Homere Software.
  • Prepare the monthly salary advances for staff by providing the necessary documentation.
  • Produce the payroll based on the variable elements received from the logistics department and the HR Manager.
  • Prepare the bank letter and send it for the HR Manager for final review/validation.
  • Print the pay slips validated by the HR Manger for signature by the staff, HR and Finance and file them in hard and soft copies.
  • Support in tax calculation processes when needed to ensure compliance with local regulations.
  • Ensure that all payroll processing documents are archived

• Timesheet Review and Archiving:
  • Collect timesheets from all employees in the coordination; verify accuracy before integration into HOMERE.
  • Enter in Homere the default allocations of employees not concerned by the Timesheet (guards, drivers, maintenance workers, etc.)
  • Archive timesheets and attendance sheet (for exempted employees, or special cases) to ensure compliance with organizational policies (hard and soft copies).
  • Receive the Timesheets of all national employees from the bases and the Expats on the website; check them, print and sign them, claim the missing ones before archiving everything in both digital and hard copies.
  • Ensure all payroll processing documents related to timesheets are archived appropriately.

4- Participation in HR Mission Department Activities:

• Attend monthly HR mission team meetings.
• Engage in discussions regarding HR strategies, policies, and social dialogue.
• Assist in the Organigram establishment/changes and follow up.
• Assist in calculating per diem allowances as required by the mission's policies.

5- Administrative Support and Secretariat Functions:

• Manage administrative tasks such as document printing, circulation, and errands.
• Ensure proper filing and archiving of all HR documents in relation to the procedures in place.
• Classify mission personnel files by employee regularly.
• Archive files of employees who have left the mission.
• Ensure the printing of letters, reports and other administrative documents of the department.

6- HR Risk Management

• Identify potential HR risks proactively and communicate them to management where appropriate.
• Participate in the preparation of HR files required for audits and HR reports intended for local and/or national authorities as well as headquarters.
• Promote awareness of HR policies and procedures to mitigate risks.
• In support of his/her Manager, participate in the various processes of maintaining social dialogue on the legal and legal base and monitoring.
• Strictly, monitor established deadlines.
• The HR Assistant is the guarantor of the good quality of physical and digital archiving of all documents related to human resources management.

Perform any other tasks assigned by the HR Coordinator as necessary to support the mission's objectives.

جميع الحقوق محفوظة لموقع جوبس.

Required Knowledge and Skills

EDUCATION: 

Required: 

• Bachelor Degree in Human Resources management, Business Administration or related fields

PROFESSIONAL EXPERIENCE: (Humanitarian, International)

Required: 

• Minimum 2 years of experience in a similar position

Desirable:

• Humanitarian experience
• International experience

LANGUAGES

Required: 

• English
• Arabic

Desirable:

• French

SOFTWARE

Required: 

• MS Office Suite

Desirable:

• HOMERE 

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Team spirit
• Good responsiveness/efficiency, respect for deadlines
• Stress management, Ability to work under pressure
• Sense of diplomacy and open-mindedness
• Respect for confidentiality
• Ability to manage priorities
• Adherence to humanitarian values and concern for compliance with external/ internal procedures
• Ability to work independently while taking initiative and showing a sense of responsibility
• Self-motivated, flexible and adaptable to the needs of the team and organization
• Strong commitment in humanitarian principles
• Organization and ability to manage priorities and varied workload.

*To have a valid driving license

PUI provides a work environment that reflects the values of integrity, diversity and gender equality. Therefore, we strongly encourage applications from women and underrepresented cultural or social groups, particularly people with disabilities and people from communities highly affected by occupation-related violence (including settler violence).

All PUI workers adhere to the values and principles outlined in the PUI Code of Conduct and policies, including the Protection from Exploitation and Abuse Policy and the Child Protection Policy.”

If you believe you are the candidate we are looking for, you could apply using the two mandatory steps:

1. Please fill in the form in the link below:                                                                                                                                        HR ASSISTANT – APPLICATION FORM                                                                                                                                                                              
2. In addition, please submit a cover letter and a detailed resume before Tuesday July 15, 2025 by sending an e-mail to [email protected]. Please indicate the Position Title " HR Assistant" in the E-mail subject line.

Incomplete two steps applications (unfilled forms or unsent CVs) will not be considered. Only short-listed candidates will be contacted.