HR & Admin Intern

JOB ADVERTISEMENT – HR & Admin Intern

SCI employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

CHILD SAFEGUARDING:

Level 3: The post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE: 

To provide varied and complex HR & Admin assistance to the Country Office and work closely with the related departments.

SCOPE OF ROLE:

Reports to: HR & Admin Director

KEY AREAS OF ACCOUNTABILITY:

HR & Admin:

Administrative Support:

• Performing general admin duties such as photocopying, faxing, mailing, and filing.
• Support all office equipment (printers, cartridges, projectors, fire extinguishers, fridge etc.) and facilities work properly and comply with health and safety regulations
• Keeping the track of office supplies while maintaining a regular inventory
• Preparing agendas, invitations and supporting the team in making arrangements for meetings (such as inductions, important external meetings, workshops, staff wellbeing activities), including logistical needs as required
• Support in liaising with Government entities on administrative matters if needed, such as residency permits, visas, invitation letters etc.
• Dealing with admin related procurement process and liaising with internal and external contacts e.g. suppliers, point of contacts
• Assist the management and issuance process of SCI ID cards for all staff members
• Preparing and coordinating travel arrangements including accommodation for international/national staff and visitors while following up with invoicing and payment
• Support on tracking the telephone credit for staff members’ mobile phones
• Invoicing and payment for all utility bills of SCI premises including maintenance costs
• Provide written translation of documents and materials and verbal translation when needed

HR:

• Assist in ensuring all employee personnel files and recruitment documents are complete and up to date in coordination with the HR team.
• Support the proper maintenance and archiving of HR documents (both hard copy and digital), following data protection guidelines.
• Update all trackers regularly while tracking completion reports in the necessary databases such as Oracle, Agresso.
• Support staff induction process and mandatory trainings and maintain a tracking system.
• Ensure the Performance Development evaluations are completed and recorded in Oracle system
• Support in scheduling the tests and interviews for the candidates and panel members
• Support for the arrival of new staff coordinating logistical needs (assets etc.) with related departments and staff
•  Provide general HR support to the team and staff, including communicating with field offices when needed.

Other:

• Any other duties as assigned by line manager or the designate
• Comply with Save the Children policies and practice with respect to child safeguarding, code of conduct, safety and security and other relevant policies and procedures.

BEHAVIOURS (Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:      

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in social sciences, Human Resources Management, Administrative Sciences, Economics, Business or related departments,
• Previous HR & Admin internship and/or part time job experience is strongly preferred,
• Excellent verbal and written communication skills in English and Turkish
• Good attention to details,
• Computer literate (including working knowledge of Microsoft Office) and ability to do internet-based research,
• Strong organisational skills and discretion with confidential information,
• Ability to work independently and proactively,
• Proven ability to handle challenging workload and to work under stress,
• Excellent interpersonal skills.

Position holder will be based in Istanbul, therefore legal right to work in Türkiye is necessary at the time of application.