Job Purpose:
   The post holder will be responsible for smooth running and effective function of the Administrative and Human Resources related processes in Raqqa District. 

Main duties & 
Responsibilities:
   Administration

-    Provide support for visitors in the areas of accommodation.
-    Report any security concerns or issues to the HR Officer on a timely basis.
-    Maintain a hard copy of all Administrative and HR files (lease/service/employment Contracts, staff files, Recruitment files, etc...) and make sure all documentations are completed. Ensure soft copies are regularly uploaded on SharePoint and hard copies are securely transferred to Central filing.
-    Maintain all premises rental agreements in Raqqa and be responsible of preparing payments and contractual documents on time. Liaise and Report any property maintenance issues to the landlord

-    Ensure that all utility bills are processed and paid in a timely manner (electricity, water, telephone and internet). Review and submit the monthly recharge phone credit sheet on monthly basis 

-    Maintain the Concern office and equipment to ensure they are functional and meeting health and safety standards.

-    Be responsible for the preparation of supply requests for office/ guest houses equipment and supplies as and when required;





Human Resources
-    Responsible for the drafting and on time submission to the HR Officer the monthly payroll report for  Raqqa, including all its necessary supporting documents to ensure all local staff receives their correct monthly payments on time.
-    With support from the HR Officer, be responsible for the recruitment of Contracted Staff and Daily workers. Ensuring that correct Concern’s procedures and forms are followed and used at all time. (This includes but not limited to announcing vacancies, shortlisting, arranging and participating in interviews, preparing interviews reports, checking references, preparing job offers and contracts and induction schedule for new joiners) 
-    Prepare the induction schedule for new joiners, ensure proper HR induction and signatory of code of conduct and other polices & regulations.
-    Manage and maintain staff attendance register and submit it to HR Officer at the specified time and file originals accordingly;
-    Prepare Concern IDs forms for new staff and staff who changed positions and make sure all staff have their Concern IDs;
-    Ensure that probationary objectives are set for new joiners in the first week of employment and reviewed before the end of the probation period.
-    Follow up on staff PDRs and ensure all staff members submit their PDRs by the set deadline.
-    Maintain and ensure accurate leave planning, requesting and tracking. 

-    Process and review medical claims for reimbursement, refer claims to HR Officer when necessary, ensure that HR Officer are copied on all claims for tracking.

-    Submit the HR monthly report to the HR Officer on a timely basis.

-    Regularly update and submit the list of Daily workers to the HR Officer on a timely basis

-    Any other duties requested by the HR Officer
People Management
-    Supervise and task the receptionist, cleaners & office watchmen.
-    Prepare monthly Watchmen roster to ensure equity in monthly working hours.
Event management and hospitality
-    Arrange meetings and workshops as requested based on meeting organizers’ needs
-    Ensure refreshments are available for office visitors and guests
-    Ensure meeting/interview rooms have the necessary facilities and equipment installed and readily available for use.
-    Support and promote the standards outlined in the Concern Code of Conduct and the associated policies among staff and be committed to providing a safe working environment;
-    Promote equity, transparency and consistency in the interpretation, determination, implementation and administration of HR policy, procedures and guidelines on all HR related matters applicable to the staff in the office.
-    Undertake other appropriate tasks that support the work of Concern in Syria as requested.
Emergency response    Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Syria program is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization