Objective of Department 

The Administration and Finance Department (AFD) is responsible for all financial matters and financial-control functions of the Secretariat, ensuring the organisation's financial integrity as stipulated in the GECF Financial Regulations. It also has the responsibility to develop and apply effective human resources management policies to enable the Secretariat to carry out its functions effectively with competent and motivated staff. Additionally, the AFD is responsible for providing services related to the GECF headquarters, such as procurement, office supplies, travel arrangements, and logistics for the optimum functioning of the Secretariat.

Objective of Post

Under the supervision of the Administration and Finance Department Head, the Human Resources Assistant is responsible for routine Human Resources processes, such as onboarding, separations, employee development programs, training plans, appraisal schedules, administration of employee entitlements and social security, payroll, and various employee requests. 

Main Duties & Responsibilities

1. Responsible for onboarding new staff, including but not limited to timely communication with new joiners, arrangement of airline tickets, excess luggage procurement, accommodation booking, request for IT credentials, and office set up.
2. In coordination with Government Liaison Staff, processes the required documents for a Residence Permit in the Host Country. Produces documents needed for opening a bank account for the new joiners.
3. Prepares drafts of Service Agreements and Service Agreement Amendments/Extensions for AFD Head and Legal Officer review and approval.
4. Ensures timely probation review for all staff members in line with the provisions of the Staff Regulations. Keeps the records and disseminates the probation confirmation/extension/termination letters in connection with probation. 
5. Under the guidance of the AFD Head and in collaboration with the respective Head of Department, drafts the annual training plan. Proposes group training for the Secretariat Staff and coordinates its execution. Processes routine Training Requests and keeps the record. 
6. Acts as a Secretary to the Personnel Committee drafts the meeting agenda, and schedules the Personnel Committee meetings. Ensures timely Annual Performance Review for all Secretariat staff in line with provisions of Staff Regulations.
7. Processes the monthly payroll, updating all required information related to entitlements.
8. Responsible for administration of benefits and entitlements in line with the provisions of the Staff Regulations.
9. Processes general employee requests that pertain to the Human Resources or Administration and Finance Department.
10. Responsible for separation of staff in regard to their departure arrangements from the Host Country, removal, and relocation.
11. Reviews and verifies for further approval Overtime Requests and processes them according to the provisions of the Staff Regulations.
12. Responsible for social security administration, its tendering, and employee requests in connection with social security. 
13. Ensures that policies and procedures related to entitlement and benefits, employee development and training, probation and appraisal, social security, onboarding and separations, and other related policies, procedures, directives, or instructions are followed and that any inconsistencies are reported to the Administration and Finance Department Head immediately. 
14. Carries out any other tasks assigned to him/her by the Administration and Finance Department Head pertaining to his/her background, qualifications, and position.

Skills

• Education: A University Degree in Human Resources, Management, Business Administration, or Humanities.

• Work experience: 6 years of experience in general administration, with a minimum of 4 years directly related to Human Resources.

• Excellent communication, interpersonal, and people skills. Excellent Microsoft Office knowledge.

• Languages: Excellent command of written and spoken English. Capable of drafting Policies and Procedures, reports, and other HR working documents.