HR - Admin Volunteer

 About ACTED:

ACTED is 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 endeavors 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. The commitment of ACTED and that if our teams are guided by 4 core values: (1) Responsibility: we ensure the efficient and responsible delivery of humanitarian aid with the means and the resources that have been entrusted to us. (2) Impact: we are committed to having the most sustainable impact on the communities and the people with whom we engage. (3) Enterprising spirit: we are enterprising and engage in our work with a spirit that creates value and overcomes challenges. (4) Inspiration: we strive to inspire all those around us through our vision, values, approaches, choices, practice, actions, and advocacy.

ACTED’s Greening Strategy:

ACTED’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each ACTED employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.
• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles
• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

ACTED PSEAH Policy:

(Admin/HR Volunteer]) has the responsibility to adhere and commit to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment) always. Like all managers and coordinators, the have the responsibility for ensuring that measures to prevent SEAH are implemented and regularly monitored. They should ensure that staff under his/her supervision/management understand and comply with ACTED PSEAH policy and have completed the mandatory training courses according to the Code of Conduct and the PSEAH Policy. The (Admin/HR Volunteer]) should promote an environment to help prevent sexual harassment, exploitation, and abuse both at the office and in the field and report any misconducts or SEAH issues appropriately according to ACTED’s procedures.

• Acted has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and strives to recruit those who share our values.
• All candidates will be subject to a pre-employment check that includes satisfactory references, screening, and criminal checks in line with legal requirements.
• All candidates who have been offered a position will sign and respect Acted’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behavior outlined in those documents.
• Managers will have a special responsibility to foster a safe environment.

Misconduct can lead to serious disciplinary sanctions.

Job Purpose:

The Admin/HR Volunteer is responsible for various duties and responsibilities in collaboration with HR team as mentioned below.

DUTIES AND RESPONSIBILITIES:

Administration: 

1.Filing & Scanning :

The Admin/HR Volunteer shall be in charge of ensuring that there is an accurate and efficient filling system, in line with ACTED’s requirements, in hard and soft copy. H/She shall also be in charge of ensuring that the documentation in Capital office is properly conducted.

In this regard, H/She shall put in place accurate folders (CVs, contracts, attendance sheets…) notably personal folders as follows:

· Create personal folders for national / international staff Physical and soft copy.

·  Keep track and update the personnel file regularly.

·  Ensure all personnel files are well scanned and archived on share point.

·  Manage all exit files to be well stored and organized.

·  Ensure confidentiality of personal folders.

·  Keep all the documents organized on Archive 2.0 system – taking in consideration this is the most important part.

2.Follow up with compliance department:

·  Work together with the compliance department to handle documents required for audits.

·   Assist the compliance department by providing any documents they need by coordinating with the HR team.

·   Make sure that all the documents are returned by the compliance department.

3.Work permits, residency & Visa:

·Prepare official letters for Embassies & other relevant governmental offices for various purposes (Visa request, Work permit request, bank signatories).

· Track the visa renewal process, arrange and accompany international staff to the police station for visa extensions, and ensure the visa tracker sheet is updated daily.

4. Upon request support HR team:

The HR Volunteer might be requested to support in of support emergencies, high workload periods, or any specific situation that would require an unusual workload in HR department.

Applications will be reviewed on a rolling basis while the vacancy is open. ACTED reserves the right to shortlist and select a suitable candidate before the closing date of the announcement