Dünya Doktorları Dernegi (DDD)/Mececins du Monde Turkey (MDM-T)  is a Turkish based humanitarian non-governmental organisation that facilitates access to healthcare for populations affected by armed conflict, violence, natural disasters, disease, famine, poverty and exclusion.

Our organization collaborates with partners and key stakeholders to implement projects that facilitate access to primary and secondary-level healthcare services to respond to the medical needs of displaced population.

DDD is the 16th member of the Doctors of the World International Network that is committed to meeting the health needs of vulnerable people globally.

Mission

Since 2015, DDD implements programs in both Turkey and Syria providing refugee and IDP communities with free access to healthcare services. DDD works with a range of humanitarian professionals and technical experts to provide Primary Healthcare (PHC), Mental Health and Psychosocial Support (MHPSS)services as well as sexual and reproductive health (SRH).

Since the beginning of the Syria and Iraqi crises, Turkey has become host to over 3 million refugees, migrants and asylum seekers which led to an increasing demand for health services. In this context, DDD’s intervention aims to assist local public health systems in providing and improving access to health and health related services to vulnerable populations among refugees and migrants in Turkey, specifically in Hatay, Izmir and Istanbul. In Syria, DDD runs health facilities in Idlib and Afrin provinces to deliver health-related services to IDPs.

Hierarchical & Functional links

Based in DDD Antakya Office with visits to Syria, the Human Resources - Admin Officer will be under the line management of the Syria Admin HR Manager.

Main Responsibilities

• HR Policies and Procedures
• Capacity and Career Development
• Records Management
• Administrative Support

• Reporting
• Other related tasks

1. Function Details

   • HR Policies and Procedures

• Assists in the development and update of DDD Administrative and HR policies to ensure compliance with the local labour and taxation law;
• Assist in ensuring the implementation of DDD policies for the national staff (administrative formalities, recruitment process, contracts, individual files, briefing of new employees, confidentiality of HR information, etc.);
• Ensures the general HR administration procedures are in place;
• Supports the field bases and coordinators for any Administrative and HR issues;
• Organize HR information meetings to introduce and explain policies being
• Announce and explain amendments; regulations, policies, or procedures.

• Capacity and Career Development
• Identify training and development needs within an organisation through job analysis, staff appraisals and regular consultation with line managers;
• Analysing training needs in conjunction with line managers;
• Planning, directing and delivering staff inductions, to accomplish the organisation’s goals.
• Record Management
• Assist in Human Resources’ files and records Management;
• Process, verify, and maintain personnel related documentation, including staffing/recruitment, training, grievances, performance evaluations and employee attendance, leaves and absence.
• Verify attendance, hours worked, and pay adjustments, and post information onto designated records.
• Gather personnel records from other departments or employees.
• Distribute and collect payrolls each month.
• Establish files in the computerized system;
• Ensure that updated DDD code of conduct, conditions on employment, procedure alert abuses, DDD Regulations, HR templates and policies, etc. are updated and posted on the board in the office.
• To archive hard and soft copies of all admin and HR files for Syria Program and make sure that all documents are scanned and computerized.
• To make sure that all needed original documents are sent to Istanbul office.
• Upon delegation from the Admin HR Manager, collect the needed information from HR staff in the field.
• Administrative Support
• Assist staff for registration at Official Institutions in Antakya; and other cities, if necessary;
• In close coordination with HR and Admin Department, ensure legal compliance towards Health and Safety law;
• In close coordination with Admin Department, ensure legal compliance towards Official Institutions (Authorisation, submission of Legal documents etc…)
• Disseminate legal information to the Coordination members;
  • Reporting
• Develop report on Training and Capacity Development plan and its implementation;
• Contribute to HR monthly reporting;
• Provide regular reporting on HR activities to the Line-Manager, upon his/her solicitation;
• Contribute to Develop the HR policy regarding the context in Turkey;
• Provide a mission report and/or handover document at the end of contract;
• Other tasks related to the position

• Provide assistant to any member of the HR team, if requested;
• Participate in internal work meetings;
• Report any security related issues to the line manager;
• Support operational organisation of field trips and DDD programs;
• Assist in any other tasks related to the position, as required by DDD Management.

NB: considering the purpose and values of the organisation, DDD requests to its employee complete flexibility in term of duties and commitment, as their job description can be adjusted throughout the year according to needs and priorities.

Expected profile

Knowledge & Qualification

• University degree or equivalent qualification in Human Resources Management and/or in Administration;

Experience

• Minimum 2-4 years practical experience in Human Resources;
• Previous involvement in the humanitarian sector, as well as personal or professional experience in international contexts, will be an asset;
• Experience and skills in training and capacity-building would be an asset.

Languages

• Required: English and Turkish (oral and written); Arabic would be a plus.

IT & Equipment

• Proficient using of Microsoft Office (Word, Excel, Outlook) and/or other software.

Intellectual & Physical

• Problem-solving and negotiation skills;
• Initiative and the ability to offer new ideas;
• Organisational and planning skills;
• Personal commitment to improving your own knowledge and skills.
• Ability to work under pressure and handle stressful situation; able to meet the deadlines.
• Work with less supervision.

Communication & Information flow

• Written and spoken communication skills;
• Interpersonal skills and able to communicate with people at all levels, motivate others and change people's attitudes when necessary;

General Qualities required:

• Diplomatic;
• Ability to work in an international context and collaborate with international and national experts;
• Familiar with multicultural environment;

Dünya Doktorları Derneği is an equal opportunity employer whereby we ensure all hiring and employment decisions, and operates all programs, services, and functions without the practices that discriminate against any person employed or seeking employment based on race, colour, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, genetic information or any other status or characteristic protected under applicable law.

How to apply:

• Please apply with your CV and motivation letter in ENGLISH through our website.
• The deadline for submitting the applications is 20th October 2019.

Physically disable persons and female candidates are encouraged to apply.

Due to the urgency to fill this post, DDD reserves the right to review the CVs on a rolling basis and selected candidates may be interviewed prior to the closing dates listed.

DDD is not in a position to respond to every applicant individually due to the anticipated high number of applications.

Please note that only short-listed candidates will be contacted for the first interview.

General Information

DDD retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer a contract with a modified job description or for a different duration, or to offer a contract at a lower grade.