Human Resources Assistant- G4

The Human Resources Assistant supports recruitment, pre-employment activities, HR data management, leave administration, and other HR functions in the Sub-Office under supervision. The role involves coordination with internal and external stakeholders and maintaining HR documentation and systems.

Responsibilities

• Support recruitment processes in the office by coordinating the publication of Vacancy Notice/Special Vacancy Notice, receiving and sorting applications, arranging interviews and tests, preparing all the required documentation and materials, sending communications to candidates, contacting previous employers for reference checks and any other related activity as assigned.
• Carry-out pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with Medical Services on medical clearances, coordination of orientation sessions, arrangement for security briefing and medical examinations, inclusion in insurance plans as appropriate, creation of personal file, etc.
• Perform assigned role(s) in the organizational HR system, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports and other HR-related documentation.
• Perform the role of Timekeeper; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in the system.
• Support separation, classification, reclassification and promotion processes by collecting necessary documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with relevant units in the Regional Office and Administrative Centers.
• Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
• Draft certificates of employment, notices, letters, reports, presentations, graphs, etc.; update the organizational chart and support timely submission of documents.
• Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arranging meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
• Respond to general inquiries regarding Human Resources policies, instructions and procedures.
• Perform other related duties as assigned.

Requirements

• High School diploma with four years of relevant experience; or, Bachelor's degree in Human Resources, Business Administration, Psychology or related field with two years of relevant professional experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP or Oracle is a distinct advantage.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Sound knowledge of Human Resources principles, practices, and administrative processes.
• Ability to coordinate with internal and external stakeholders, including national and international counterparts.
• Strong drafting skills, including the preparation of clear and concise reports and correspondence.
• Demonstrated ability to exercise sound judgment, maintain discretion, and handle confidential information.
• Strong organizational skills, attention to detail, and ability to meet deadlines under pressure.
• Working knowledge with different collaboration platforms (e.g. SharePoint, Teams etc.)
• Fluency in English and Bengali is required.

Skills

• Human Resources Principles
• HR Administrative Tasks
• Recruitment Support
• HR Data Management
• Leave Administration
• Stakeholder Coordination
• Report Writing
• Confidentiality Management
• Organizational Skills
• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• SAP
• Oracle
• SharePoint Development
• MS Teams

Languages

English, Bengali