Human Resources Assistant

Dünya Doktorları Derneği

Dünya Doktorları Derneği (DDD) is a humanitarian, impartial and independent non-governmental organisation based in Turkey, facilitating access to health care to populations affected by armed conflicts, internal violence, natural disasters, disease, famine, poverty or exclusion. It seeks to stimulate and enlist voluntary commitment from medical and health care providers, and those with expertise in other fields.

Dünya Doktorları Derneği (DDD) in Turkey, in collaboration with different partners, is running projects aiming at facilitating access and orienting beneficiaries to primary and secondary level of health care services, providing Mental Health & Psychosocial Support and Physiotherapy & Rehabilitation services to the refugees and migrants in Turkey.

Dünya Doktorları Derneği (DDD) is part of Doctors of the World international network. Please visit www.dunyadoktorlari.org.tr to learn more.

Hierarchical & Functional links

Based in İstanbul, The Human Resources Assistant will be under the line management of the Human Resources Coordinator and  will be supervised by the Senior Human Resources Officer.

Status: Fixed-term contract
Expected Starting Date: ASAP

RESPONSIBILITIES

Recruitment

• Collation of applicants’ CVs
• Assist in planning the tests and interviews for the shortlisted candidates with the line managers
• Assist in Preparing contracts and amendments when required
• Assist in Preparing and following up contracts (service contracts, daily worker contracts, etc.)
• Archive all recruitment process in an organized and easy to access method
• Ensuring the coordination of necessary procedures for onboarding with the relevant departments

Records Management

• Assist in Human Resources’ files and records Management
• Establish files in the computerized system
• Make sure that the needed documents with contracts (JD, CV, Certificates, etc.) are in the employee file when signing the contract
• 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
• Ensure the filing of all HR documents and the registration of information in the portal
• Manage the storage and security of documents

Leave Management

• Collect Leave Request forms from staff based on Leave planning
• Assist in the management of Leave database
• Provide advice on approval of staff Leave

Reporting

• Contribute to HR monthly reporting
• Contribute to Develop the HR policy regarding the context in Turkey
• Provide reports on HR topics (recruitment, staff follow-up, etc.) upon request

Other Related Tasks 

• 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 employee wellbeing activities

• Support operational organisation of field trips and DDD programs

• Assist in any other tasks related to the position, as required by DDD Management

EXPECTED PROFILE
Education & Qualification

• Bachelor degree in relevant subject is required

​Professional Experience

• Minimum 1 year practical experience in Human Resources
• Experience in preparing and maintaining personal files is essential.
• Proficient using of Microsoft Office (Word, Excel, Outlook) and/or other software

​Skills and qualities required

• Strong Communication skillls
• Self learner and self motivated
• Conflict Solver

Languages

• Required: English and Turkish (oral and written)
• Preferred: Arabic

Compliance & Ethics
Promote and encourage a culture of compliance and ethics throughout Dünya Doktorları Derneği. As applicable to the position, maintains a clear understanding of Dünya Doktorları Derneği and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values. 

Prevention of Sexual Exploitation and Abuse
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Dünya Doktorları Derneği and amongst beneficiaries served by Dünya Doktorları Derneği. 

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 and job title can be adjusted throughout the year according to needs and priorities.

Applications will be reviewed on a rolling basis.Please be advised that female candidates are highly encouraged.

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 

Closure Date: 31.10.2024 

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, therefore early applications are encouraged.
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.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

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.