JOB DESCRIPTION

HR and Administration Assistant (National Position)

Concern Worldwide is a non-governmental, international, humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. Concern has been working in Turkey since August 2013 and currently looking for a qualified HR and Admin Assistant (National Position).

Job Identification

Job Title HR and Admin Assistant

Location Gaziantep, Türkiye

Reporting line HR and Admin Coordinator

Responsible for Direct line management of cleaners

Liaises with All Staff

Contract Type Fixed Term

Contract Length 9 months, renewable (till end of December 2024)

Vacancy Number TR2024-007

The HR Assistant is responsible for providing support in the various human resource functions, which include but are not limited to day to day operations of HR, facilitate all aspects of the general personnel administrative tasks related to office management. Supporting organization staff in a range of programme and administrative duties will also constitute an integral part of the role. This role requires excellent organizational skills, ability to handle sensitive information with confidentiality.

This is a 9 months role based in Gaziantep, Türkiye with a net salary range between $1157 - $1204 per month. The salary range provided in this job posting does not constitute any legally binding obligation or undertaking by Concern Türkiye, and final salary amount will be decided mutually by Concern and the employee, which may be lower or higher than the abovementioned salary band.

RESPONSIBILITIES

Assist with the recruitment process including but not limited to by posting job openings, scheduling interviews and communicating with candidates;

Maintain employee records including personal information and attendance (Prepare, organize, compile, update staff files and personnel records in hard and soft copy)

Coordinate employee on boarding and orientation sessions, ensuring new hires have the necessary resources and information;
Prepare and follow-up staff timesheets for each month and ensure timely submission;
Draft or prepare correspondence to respond to inquiries in respect to relevant administrative activities;
Ensure that all HR related trackers are updated;
Support learning and development activities by identifying and assessing future and current training needs through job analysis, career paths and Performance Development Reviews;
Ensure all purchases (stationary, office & guest houses supplies etc.) for office and houses are timely and in line with Concern’s procurement processes
Prepare payment requests for finance department with all the necessary documents for purchases made for administration expenses;
Assist in organizing events and employee engagement activities;
Perform Regular communication with landlords on any maintenance issues etc.
Assist with special projects and other duties as assigned by the HR and Admin Coordinator or senior management.

Other:

Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives.
Ensure that gender equity is maintained in training, career promotion, and organizational benefits for female and male staff
Take active measures to address equality issues, particularly relating to gender, in programme as well as operational activities.
Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organisation.
Promote and ensure compliance with the requirements of Concern’s safeguarding policies including the COC and its associated policies.
Understand, comply and promote all of Concern’s policies and procedures (CCoC & APs, finance, logistics, HR, security management etc.).
Contribute to ongoing security management and planning as necessary.
Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).
Undertake other related duties as may reasonably be assigned by the Country Director or the Systems Director

Minimum skills and experience

Relevant graduate qualification in Human Resources (e.g. HR Management) or equivalent.
At least one year of relevant experience with an INGO.
Excellent English language skills (written and spoken). Arabic and Turkish language skills preferred
Proficiency in MS Office suite(Word, Excel, Power Point), HRIS software experience is a plus.

The expected competencies include

Maintains confidentiality.
Invites and acts on affirming and adjusting feedback from others.
Promotes gender equality, challenging the reinforcement of negative gender stereotypes within the workplace.
States logically with clearly articulated points and recommendations.
Customer focus – proactively and effectively works with others to achieve best results.
Works in an organized manner and meet required quality and timelines

Equal opportunities: Concern values diversity in the workplace and is a committed equal opportunity employer. We encourage applications from all suitable candidates regardless of gender, race, family or marital status, ethnicity, age, sexual orientation, disability, class, caste or religion.

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission . Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment . By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work with vulnerable adults and children are recruited by us for such roles. Subsequently, working with Concern is subject to a range of vetting checks, including criminal background checking.

How to Apply:

Interested candidates are requested to submit their application including the most recent CV with a cover letter in English by indicating name of the position applied with its VN (vacancy) number in the subject line (HR and Admin Assistant/TR2024-007) of the e-mail to turkey.jobs@concern.net by the end of 08 May 2024, otherwise the application will not be considered.

Applications in languages other than English will not be reviewed. Please be advised that only shortlisted candidates will be contacted. Please send your application only once.

During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.