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Vacancies (22)
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HR/Administration AssistantEmployer ACTED Branch |
| Information on vacancy | |
| Period of publication | 23.01.2025 - 16.02.2025 |
| Field of activity / position: |
Other |
| Duties | About Acted Since 1993, as an international non-governmental organization, Acted has been committed to immediate humanitarian relief to support those in urgent need and protect people's dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people's potential. Acted endeavours to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. Acted is active in more than 40 countries. More on www.acted.org Acted has been present in Uzbekistan since 1999 and today remains one of the most active international NGOs in the country, in the areas of Civil Society Development, Transparent and Effective Governance Advancing women's rights and economic empowerment, Prevention of Gender-Based Violence, Natural Resources Management and Disaster Risk Reduction (DRR), Green economy and climate change, Inclusive Rural Development, Integrated water resources management, Biodiversity conservation, Labour Rights. MISSION HR & Administration Assistant supports the Administration & HR Officer in the management and administration of human resources and in any specific task necessary for the mission such as interview organization, filing and archiving, etc. OBJECTIVES • Adhere to Acted policies, tools, handbooks and guidelines; • Prepare and develop status reports as required by management; • Ensure proper filing of documents; • Promote and share ideas for improvement of the support function; • Provide and facilitate induction for new staff joining Acted; • Perform other duties, as assigned by Line Manager; • The HR/Admin Assistant has to report directly to the Admin&HR Officer. Responsibilities I. Administration • Draft/prepare all administrative letters; • Prepare all Administrative Documents such as internal notes, regulation, memos etc; • Follow & Prepare letters/documents to solve all Acted requirement with governmental offices and NGOs. • Ensure compliance with legal requirements in documentation and all procedures. • Management of Acted premises lease & ensure contracts are updated and renewed for each premises. • Manage the guests in Guesthouse of Acted and set regular follow up/management regarding payment with Finance. • Manage the Acted offices and Guesthouse. II. Human Resources • Management of public holidays & keeping informed all bases/staff (National/International). • Control & checking attendance sheet of staff for monthly (TITANIC) report for salary payments; • Ensure all staff (national & international) have comprehensive ToRs; • Follow up staff appraisal form with relevant department managers; • Management/Follow up of staff leaves, provide necessary forms for staff, while needed; • Follow up of Acted HR standards templates in line with Acted HR Manual/internal regulations; • Update and maintain capital office Organization Chart in accordance to the size of program (new staff, new dept. & new projects); • Manage the presence of Acted International staff in Guesthouse and communicate with logistic dept. to provide necessary requirements (food, bed clothes, towels, kitchen hygiene materials etc.); • Supervise the work of Cleaners in Offices and Guesthouse; • Assist the HR/Admin Officer to update the national staff grade, salary & position to be in accordance with the country's approved salary grid. III. Recruitment: • Prepare/draft vacancy announcements for National staff; • Ensure that ToRs are prepared by line manager prior to release the vacancy announcement; • Ensure that all CVs will be reviewed by relevant dept. prior short listing; • Schedule interviews and tests, liaise with shortlisted candidates; • Ensure to collect all necessary documents of applicants as indicated in Acted HR Manual; • Ensure to check successful candidate "Reference Check" prior to offer the position; • Prepare employment contract for national staff and collect all information required for contract (ID card, photos, identification information, other "recruitment package"). IV. Filing: • Keep records of Standard Acted Admin/HR filing system (include official correspondences, premises contracts, governmental tax follow up, recruitment process documents etc.); • Keep records of thorough personal folders system for national and international staff; • Ensure that the personal folder database have been updated on regular basis; • Scan and upload to Archive 2.0 system all documentation on a daily basis. V. Capacity Building: • Assist in conducting review and survey of staff performances with direct contact of line managers to identify requirement/needs for training and provide to Admin/HR Officer; • Identify staff who are in need for training to HR dept.; • Brief Training for all new national staff on Acted system, procedures, code of conduct and internal regulation; • Support HR/Admin Officer in order to search various sources (websites, education trainings centres) to introduce staff for short terms courses & training; • Support HR/Admin Officer in organizing teambuildings and events. KEY PERFORMANCE INDICATORS - HUMAN RESOURCES MANAGEMENT, INCLUDING RECRUITMENT, MONITORING OF APPRAISALS, MOBILITY AND TRAINING - STAFF ADMINISTRATION INCLUDING CONTRACT EDITING, TIME&ABSENCE MANAGEMENT (TAM), FOLLOW-UP OF DISCIPLINARY MEASURES AND END OF CONTRACT MANAGEMENT - PREPARATION OF REPORTS TO LOCAL AUTHORITIES - FILLING AND MANAGEMENT OF THE ADMINISTRATIVE & HR DOCUMENT CYCLE. |
| Requirements to the candidate | |
| Age: | Irrelevant |
| Gender: | Irrelevant |
| Residence: | Tashkent, Uzbekistan |
| Education: | Higher |
| Professional requirements | - Higher education in personal administration or other relative fields; - At least 1 year of relevant experience in human resources and office management; - Strong time management skills; - Good knowledge of Uzbekistan's Labour Code; - Good verbal and written communication skills in Russian, Uzbek and English languages; - Proficient in MS Office Suite, Outlook; - Able to work well independently with minimal supervision, as well as part of a team; - Able to multi task and handle multiple tasks in a fast-paced environment amid rapidly changing priorities. |
| Working conditions | |
| Region | Tashkent |
| Employment | Full |
| Salary offered | According to the interview results |
| Extra motivation | Acted offers a competitive remuneration and comprehensive medical insurance. |
| Additional information | |
| Additional information: | Acted is an equal opportunities employer. Female and minority candidates are encouraged to apply. Acted has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal. For application CV, a cover letter and three references must be submitted. Please send your documents until the Deadline by Uzjobs platform. |
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