Personnel Administration Manager

This position is going to be working in one of UGDD’s international partnership programs providing medical humanitarian support in Turkey & Syria.

MAIN PURPOSE
Is responsible of ensuring that UGDD is a responsible employer, by supporting proper management of HR across the board and assumes full responsibility of all administrative and legal issues in the mission.

ACCOUNTABILITIES

• Knows labor legislation in force in the country; keep her/himself informed of any amendment made in labor legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other local authorities at this level.
• Knows all UGDD policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the mission.
• Is responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all national staff, ensuring that all staff is employed in the frame of fair labor conditions, and according to local legislation, UGDD HR vision, values, and principles.
• In close collaboration with HR Coordinator, ensures regular administrative meetings with all staff throughout the mission take place in order to ensure they are aware and respect their rights and duties and to inform them of any change in labor legislation and general employment framework which may affect them (i.e., legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to Internal Regulations, etc.).
• Is responsible to ensure that all functions and job profiles meet with the function grid approved by HQ and are aligned with UGDD Standard Job Profiles and Function Grid, and that any new function or amendment to an existing one (including significant changes in responsibilities and/or mixing existing functions) are requested in advance to HR Coordinator for previous validation by HQ. Identifies deviations and shares them with HR Coordinator in order to draw an action plan in case corrections are needed/convenient.
• Is responsible to ensure that National Staff remuneration (salary, post adjustments, compensations, final settlements, etc.) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the organization’s salary grid validated by HQ, Internal Regulations and HR policies, ensuring UGDD acts as a responsible employer at any time.
• In close coordination with the Financial Coordinator, ensures fulfillment of national legislation regarding employees’ taxes and social security at Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department.
• Informs HR Coordinator in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HR Coordinator informed at any time.
• Ensure that UGDD, as an employer, as well as all UGDD employees comply with safety and risk prevention measures as stated by local legislation and/or UGDD standard policies and procedures.
• Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HR Coordinator, and ensuring preparedness in case of evacuation.
• Upon request of the HR Coordinator, maintain regular contact with ministries, national administrations, other UGDD sections and other NGOs to improve/keep up to date with administrative practices.
• Ensures a proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Missions’ technical reference in absence of a person specifically in charge of the system.
• Ensure, in close collaboration with HR Coordinator and Logistics department, that all international and internal movements are properly managed (visas, tickets, dates of arrival/departure, etc.), and ensures proper accommodation conditions (i.e., room, food, etc.) by informing all relevant people/departments.
  
   

EDUCATION
Degree in administration related studies.

EXPERIENCE
Working experience of at least two years in administration.

LANGUAGES
Advanced Level English & Turkish is essential, Arabic is desirable

COMPETENCIES
People Management and Development
Commitment to UGDD Procedures and Principles
Behavioral Flexibility
Results and Quality Orientation
Teamwork and Cooperation
Stress Management

BENEFITS
Yearly loyalty bonus on gross salary
Employee health coverage

LOCATION

Based in Gaziantep, 09.00 to 18.00 working from the office 5 days a week.

Please note that,
- Only applications and CVs in 100% English will be considered and assessed.
- Only shortlisted candidates will be contacted.