HR Officer

Responsibility 1 : Carry out national personnel administration

Aim : Ensure that national staff files are complete and staff information is followed-up

Benchmark: Quality of payroll preparations, conformity with legal provisions and internal procedures, adherence to deadlines, quality of monitoring charts 

Activities:

• Update and follow up the national staff contracts (database)
• Prepare and manage national staff payroll & submit to Country Manager & RHRM for validation
• Update and follow up the national staff leaves
• Prepare social security declarations for social security department / income tax declarations
• Follow up health insurance contract (focal point, renewal, registration)
• Ensure appropriate and updated filing of national staff documents (contracts, payslips, appraisals, etc)
• Draw up employment contracts / amendments
• Follow up POL for national staff 
• Follow up and solve any case with the health insurance company
• Follow up on national staff appraisal with managers
• Perform all tasks needed for end of contracts
• Maintain a staff register or any other legally required records
• Prepare the annual and monthly HR reports

Responsibility 2 : Carry out international staff administration

Aim: Ensure that international staff files are complete and staff information is followed-up

Benchmark: Conformity with legal provisions and internal procedures, adherence to deadlines, quality of monitoring charts

Activities:

• Prepare and update variable pay data (per diem, rent contribution, advance on salary, school fees) relating to the records of expatriate programme employees and send to HR regional office
• Update monthly the expat staff database.
• Follow up the expats flight tickets
• Follow up the expats contracts and leave balance
• Manage the payments of expats school fees and update the follow up table
• Organize and archive each expatriate staff files & ensure appropriate filing of expat documents (contracts, mission orders, Job profiles, leave, etc.). Alert in case of document missing or out of date
• Prepare the per diem/family allowance for the expat staff
• Prepare modification of end of mission
• Prepare departure document (quietus…)
• Assist in the preparation of any required report
• Follow up on visa/residencies/work permits in collaboration with other departments

Responsibility 3 : Assist in the management of recruitment, training and appraisals processes 

Objective: Adherence to HR processes within the timeframes accorded

Benchmarks: Quality of the organisation of recruitment process, quality of support in the management of processes, reactivity and conformity with deadlines

Activities:

Recruitment:

• Follow-up and update the recruitment file, procedures and tools used for recruitment
• Prepare and publish the vacancy announcement
• Perform 1st screening of the CVs
• Contact candidates for tests and interviews
• Organise the required arrangement for the test and prepare the schedule
• Prepare the CV weighing to be sent to RHRM for validation
• Communicate with unsuccessful candidates, inform the successful candidate and send the offer
• Take references
• Update the recruitment table all along the process

Induction:

• Prepare induction plan for new employees

Training:

• Collect all programme training needs
• Prepare yearly training plan of the mission and update on monthly basis
• Develop training providers database

Appraisal:

• Make sure all the staff receive appraisal
• Collect all programme appraisals information

Responsibility 4: Support the respect of local legislation and legal framework at Country Level 

Objective: to secure HI’s staff presence from a legal standpoint and ensure all legal obligations are fulfilled

Benchmarks: compliance with Egyptian laws (labour law and social insurance law), compliance with the framework defined by the organisation.

Activities:

• Ensure the formalities required by government bodies such as social insurance and income tax are completed in time
• Ensure pro-active follow up of legal matters, contact the local legal advisor and inform management accordingly
• Prepare and submit any administrative reports requested by the Egyptian authorities
• Carry out the filing (electronic and hard copy) of all administrative documents

Other duties:

• Contribute to the assessment of the partners systems and capacity building
• Check the validity of HI partners’ HR documents
• Organize team building events in link with the Country Manager
• Assist the Country Manager & RHRM in any other tasks that may not be described in the Job description and yet may participate to the achievement of the settled objectives within the individual action plan

Confidentiality is required in all these responsibilities.