HR Officer - Covering Maternity Leave

Title:  HR Officer – Covering Maternatiy Leave (Temporary Contract - 6 Months)

Department:  Human Resources  

Location:       Gaziantep Office

Reporting to:  Deputy HR Manager

Technical reports: NA

ABOUT Relief International.

Relief International (RI) is a leading nonprofit organization working in 16 countries to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises and chronic poverty.

Relief International combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them.

RI includes the four corporate members of the RI Alliance: RI-US, RI-UK, MRCA/RI-France and RI-Europe.  Under our alliance agreement, we operate as a single, shared management structure.

Position Summary:

Under the direct supervision of the Deputy HR Manager, the HR Officer will be responsible to implement all the activities related the Direct and indirect staff inside Syria. And coordinate between the programs and finance to prepare the incentives payment.

ESSENTIAL RESPONSIBILITIES AND DUTIES

1. Contracts & Change of status
   • Coordinate with the Program Department for all the new recruitment and ensure full alignment with approved recruitment’s SOP
   • Validate all indirect staff requests that streamed from program and check the followings:
     • Certificates and link to the salary scale for new staff
     • Attendance type vs existed staff in the health facility
     • Verify the reasons of the resignations in coordination with field HR monitors if the request is replacement
   • Prepare contracts based on the documents and the approvals received from the programs & share with programs & indirect staff.
   • Maintain UpToDate indirect staff master list and all related trackers (Recruitment requisition forms & change of statues)
   • Follow up on contracts renewal & watchlist when grants extended
   • Ensure new comers are signing on RI’s policies once orientation are given by HR monitories
   • .
   • Ensure all direct staff contracts are up to date according to the masterlist.

1. Monthly Incentives 
   • Review timesheets for indirect staff once shared by programs.
   • Review timesheets for direct staff once shared by the HR officer inside Syria.
   • Follow up on controls for times sheets Vs attendance when checked by field HR monitors and the HR officer
   • Verify staff attendance reports that extracted from fingerprint for indirect staff.
   • Prepare incentives for Direct and indirect staff per health facility on monthly basis and perform checking process with finance representative
   • Prepare incentives for all part time and additional payment for daily workers such as Enumerators.
   • Prepare request for payment for Direct and indirect staff per health facility based on checked incentive summary
   • Provide supporting documents related to monthly incentives before submitting to programs based on approved Direct and indirect staff payroll SOP.

1. Checks & controls
   • In coordination with field HR monitors, check on monthly basis indirect staff signatures on contracts, attendance, timesheets and any related documents and report when discrepancies found to Deputy HR Manager
   • Follow up on indirect staff with more than one contracts for their monthly attendance and timesheets & unify contracts & leaves trackers
   • Review fingerprint monthly reports and report any discrepancies
   • Verify resignation/termination for Direct and indirect staff and report any cases to reporting incident focal point.
   • Perform monthly analysis for Direct and indirect staff incentives and compare with previous months and report to the Deputy HR Manager.
2. Reports
   • Prepare the monthly reports for insurance and severance.
   • Provide all needed reports for the other departments with up to date info.
   • Check the total amounts in index files that shared from Finance Department on monthly basis.
3. Compliance
   • Reply on all complaints who coming from M&E Department and fill it on the smartsheet.
   • Reply on the field concerns that HR receiving through the HR monitors or directly from the staff inside Syria.
4. Box
   • Ensure all documents (contract, ToRs, secondary employment form … etc.) are uploaded on box for direct and indirect staff.
   • Ensure all documents are in the correct folders on BOX by following up with the monitors and the officer.
5. Insurance
   • Prepare and translate all needed health reports and make sure clear, stamped and signed from the doctor, management of the hospital and health directorate.
   • Follow up with security department on SIRs.
   • Send to the focal point in the insurance company all documents and follow up on the approval.
6. IMT Cases:
   • Under the supervision of Deputy HR Manager and in cooperation with the field team HR Officer will ensure following up on the cases related to HR from IMT
   • Sending report about any solved cases by email and ensure closing the cases on time.
   • Ensure Archiving all needed docuemnts related to the investigations.
7. Monitoring tool:
   • In Coordination with the Field team and Turkey team ensure following up the findings through the monitoring tool and under the supervision of the Deputy HR Manager and HR manager take an action.
   • Ensure proper follow up with the field team to ensure reaching out the target of checklist interviews.
   • Review the tracker outputs  generated by the KOBO tool from the field.
   • Ensure updateing Case follow up tracker and add to all findings cases in it wit Reference Number.
   • In Coordination with the Deputy HR Manager preparing initial plan to close the cases.
   • Ensure treating the cases and sending updates to concerned department (Program, IMT, MAnagemnet etc.)
   • Prepare a monthly report about the closed cases.
8. SOPs:
   • Participating in SOP development and improvement
   • In coordination and under the direct supervision of Deputy HR Manager ensure preparing a SOPs for the agreed main tasks in HR.
9. Participate in and handle the exit interviews for the direct staff in Syria (Female staff).

Safeguarding

• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
• Consistent with RI’s safeguarding and protection policies, ensure all people who come into contact with Relief International are as safe as possible.

QUALIFICATIONS & SKILLS REQUIREMENTS

1. 1-2 years previous experience in an INGO.
2. University degree on social studies or any relevant filed. Any HR previous training will be an asset.
3. Demonstrated experience in implementing HR policies, procedures and systems in remote settings
4. Excellent command of spoken and written English and Arabic.
5. Demonstrated excellent computer literacy (Excel, word, internet).
6. Ability to prioritize and deal with competing demands.
7. Excellent organizational, interpersonal and communication skills.
8. This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment.
9. A team builder with excellent people skills; culturally sensitive.

RI Values: 

We uphold the Humanitarian Principles: humanity, neutrality, impartiality and operational independence. We affirmatively engage the most vulnerable communities.

We value:

• Inclusiveness
• Transparency and accountability
• Agility and innovation
• Collaboration
• Sustainability

How to apply:

In case you meet the requirements and you are interested in the position, please send your CV in English in addition to three professional references to [email protected] before November 26th, 2024 stating in the subject “HR Officer - Maternaty Cover“

All candidates must be eligible to work in Turkey"

Female candidates are highly encouraged to apply

Please be aware that, due to the urgency of filling this position, HR will review applications on a daily basis and the position may be closed before the deadline.