Terms of Reference
 
Division          : Human Resources.
Location         : Aden.
Reports to      : HR Specialist/HR Manager.
 
About The Organization:
YFCA is a leading, Humanitarian, non-Governmental, non-Profit, non-denominational and impartial Organization established in 1976 to improve woman and child health.  Dramatic changes in YFCA mandate were introduced gradually to accommodate the emerging needs of women, children, youth and vulnerable groups.  From that Health perspective, YFCA programs incorporate wider thematic interventions including WASH, Shelter, and Nutrition, Food Security, Agriculture and Livelihood, Education, Early Recovery and Protection. To pursue its unchanging humanitarian mission, YFCA will thoughtfully continue its expansion process to respond to the ever-changing needs of affected communities and vulnerable groups.

Job Purpose
The Project HR Assistant supports the daily administration activities and providing support in the various human resource functions, which include recruitment, staffing, training, staff wellness and development, and performance monitoring. The Project HR Assistant will work closely with the Human Resource Specialist and Human Resource Manager in all HR aspects.

Key Responsibilities:

• Assist with day-to-day operations of the project’s HR functions and duties.
• Provide clerical and administrative support to Human Resources staff related to the projects field staff.
• Process projects staff hiring requests in coordination with the Project Manager, FSL Officer, and HR Specialist/HR Manager.
• Prepare project field staff files and make sure that all related documents are complete and filed properly.
• Compiling and updating employee records (hard and soft copies).
• Provide HR administrative support (e.g., placement of advertisements, receiving and filling applications, inviting candidates for interview, organizing interview venues, issuance of new staff identity cards – IDs, medical cards etc.)
• Coordinate and follow up project’s related trainings.
• Deal with field staff requests and inquiries regarding human resources issues, rules, and regulations and assist staff in clarifying HR policies, processes, procedures and standard the Organization practices.
• Assist in payroll preparation by providing relevant data base and signed timesheets of the field staff and generates regular monthly records and reports such as leave report, staff lists, HR statistics.
• Assist in properly handling complaints and grievance procedures.
• Conduct initial orientation to newly hired employees as assigned.
• Assist in updating and roll-out of Human Resource policies and in observing to ensure that that they are respected.
• Update and maintain all staff records and individual files including contracts, leave, medical, appraisals, etc.
• Process and follow up claims for medical insurance.
• Handles end of project processes: end of contract notices, clearances, end of project employee evaluation.
• Handle issuing penalties for field staff who violate YFCA rules and regulations in coordination with HR Specialist and HR Manager.
• Undertake and maintain HR archives in accordance with the YFCA regulations.
• Contribute in the alignment and design of additional HR policies, processes and procedures.
• Any other task as directed by supervisor.

Qualifications, Experiences & Skills:

• A bachelor's degree in human resources, business administration, psychology, or a related field is often preferred.
• Having a training certification in Human Resources.
• Previous experience working with an NGO with at least one year experience in the humanitarian work.
• Strong written and verbal communication skills are essential.
• Attention to Detail.
• Organizational Skills, multiple tasks simultaneously, including managing paperwork, scheduling interviews, and coordinating employee onboarding.
• Proven ability in conflict resolution.
• Professional knowledge of word processing tools and spreadsheets (MS Office Word, Excel, PowerPoint…etc.).
• Prioritization and ability to work under pressure.

HOW TO APPLY:
Interested candidates are invited to submit their updated CVs to hr@yfca.ngo, by 20 Jun 2023 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered.
**Only short-listed candidates will be contacted.

• We are an equal opportunity employer.
• We have a zero tolerance to Sexual Exploitation and Abuse. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility, and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, always (both during work hours and outside work hours.