Administr

TITLE: ADMINISTRATIVE AND LIASSON OFFICER Line manager: Area HR Manager Location: Aden- Mokha(Based Aden) General Mission The Administrative and Liasson Officer manages personnel administration activities in his/her geographical area in accordance with current legislation. Support in accomplishing some liassoning activities mainly tasks related with MOPIC,Immigration,Insurance and social security corporation. S/he ensures that the mission’s HR-related administrative procedures are consistent with HI's HR policies and frameworks and with local law and practices. Mission 1: Contributes to the quality of personnel administration for HI staff present in his/her geographical area. Rolls out personnel administration policies, processes and tools in his/her geographical area. Organises staff briefings on administrative matters and local employment conditions Produces documents and applies regulatory procedures concerning personnel administration Is responsible for implementing HI’s social security policy fairly and in compliance with local legislation Ensures that personnel files are archived in compliance with HI’s rules Mission 2: Is responsible for, or helps with, payroll management Is responsible for implementing the payroll process within his/her scope of responsibility in compliance with HI’s legal and social obligations, rules and policies With delegated authority from his/her HR (line) manager, represents HI with local administrative authorities (employment inspectorate, etc.). Mission 3: Oversees staff movements in his/her geographical area. Ensures the preparation, obtaining, monitoring and renewal of visas for international staff that can be carried out locally. Is responsible for implementing and monitoring the R&R policy in his/her geographical area. Maintain an up-to-date tracker on visa application, residency, work permit status for all international staff. Mission 4: Legal and social aspects: participates in monitoring compliance with the HR legal framework in his/her geographical area Monitors and informs his/her manager of the need to renew the legal documents ensuring the legal exercising of the Association's activities Ensures compliance with HI's legal obligations within his/her scope of responsibility: paying the appropriate social contribution rates, updating knowledge of social minima and legal obligations, etc., as well as ensuring compliance with the rules of accountability towards donors. Relays or organises the dissemination of information to staff (mandatory notices). With delegated authority from his/her HR (line) manager, represents HI with any existing staff representative bodies. With delegated authority from his/her HR (line) manager, represents HI with local administrative authorities (employment inspectorate, tax authorities, etc.). Contributes to the management of ongoing disputes with third parties or employees in his/her geographical area Mission 5: Emergency preparedness and response Contributes to the programme's emergency preparedness actions and, during an emergency response, adapts his/her working practices to help facilitate an effective humanitarian response by HI Mission 6: Liaison responsibilities. Submit necessary documents for international visas, residency permits, and work permits for international staff. Regularly meet local authorities’ focal points to maintain effective organizational communication. Maintain up to date contact lists of relevant stakeholders and communication . Research and share with management information about new announcements coming from government ministries or offices that are relevant to INGOs. In consultation with management, prepare and issue correspondence to government offices as necessary. Respond to any official correspondence or requests for information in a timely manner. Provide coordination and required support for meeting or events with relevant government offices. Support HAS and Liaison Officer when necessary in dealing with different goverement office and represent HI towards goverment entities ,maintain effective relatioship with them with the guadance of HAS and Liaison Officer Research and share with management information about new announcements coming from government ministries or offices that are relevant to INGOs. Position profile(Spécifications) HR Skills Know Practice Master Expert Organization Design X Visa, Work permit,and Residence processing X International staff data management X Facilitation and/or design of training courses... X Management of training actions and development of skills X Personnel administration X Payroll X Remuneration and management of the payroll X Employment law X HR IT tools X Emergency preparedness and response skills Knows Practises Proficient Expert Emergency response X Emergency watch and preparedness X Cross-sector skills Knows Practises Proficient Expert Languages X Frameworks and references X Office automation and collaborative tools Master in excel usage X Stress management X Working in a global organisation X Required for the position Qualification : Minimum Diploma in Business Administration/Human Resources/Management or related field with sufficient direct experience Experience: Minimum 4 years in the humanitarian field with at least 2 years experience as Admin Officer in INGO or UN and remaining experiences form other organizations setting . Ability to work under pressure with a high level of personal organization and flexibility High level of autonomy Time management and ability to meet concurrent deadlines Strong command of Microsoft Office Package Good communication Commitment to humanitarian principles and to HI’s mandate Strong interpersonal and intercultural skills Proactive, hardworking and discreet Job Conditions The salary will be defined according to HI’s existing salary scale Based in Aden with frequent field visits. 30 days leave/year + benefits (transport allowance, health insurance, life insurance) The working hours are the following: 8:00 to 16:30 (with 30 minutes lunch break) 5 days per week. Note that working time can go up to 48 hours per week (according to the Yemen labor law) if it is required by the volume of activities and by the line manager.