HR & Admin Assistant at Qatar Charity (QC)

HR & Admin Assistant at Qatar Charity (QC)

Position: HR & Admin Assistant

Location: Dar es Salaam, Tanzania

Reports to:  HR & Admin Coordinator

Duration: 6 months (with possibility to extension)

Starting Date: ASAP

Closing Date: 30th January 2025

About QC: Qatar Charity (QC) is a non-governmental organization working in both relief and development. With a considerable regional capacity, QC is a leading humanitarian organization in the East Africa region committed to transforming adversity into revival for the world’s most vulnerable populations. By working with beneficiaries and communities, QC is keen to develop the links and continuum between relief activities and long-term community development projects.

In the performance of its activities in cooperation with different humanitarian and development partners, Qatar Charity is committed to the principles of partnership such as equality, transparency, responsibility, and integration. QC is also committed to the fundamental humanitarian principles of independence, neutrality, and impartiality.

For the last three decades, Qatar Charity has achieved both consistent and considerable growth in terms of its operations and institutionalization and is currently working in more than 70 countries across the world, with field offices in 40 countries.

QC has a membership of the United Nations Economic and Social Council Since 1997; and is a member of various fora and networks the recent being the START Network. QC is a signatory to the Code of Conduct for the International Red Cross and Red Crescent Movement and NGOs since 2009.

Job Brief

We are seeking an Admin & HR Assistant to provide comprehensive support in a variety of HR, administrative, and logistics functions. In this role, you will assist the HR department with key tasks such as posting job advertisements, updating the HR database, processing employee requests, and managing HR-related documentation. Additionally, you will handle office logistics, procurement, safety, legal affairs, and asset management to ensure smooth operations.

The ideal candidate will possess excellent organizational skills, a keen attention to detail, and the ability to handle confidential information with discretion. If you are passionate about HR practices, committed to fostering a positive workplace, and eager to gain hands-on experience in a dynamic and fast-paced environment, this position is an excellent opportunity to contribute to the efficiency and growth of the HR function.

Human Resources (70%)

• Participating in recruitment efforts.
• Posting job ads and organizing resumes and job applications.
• Scheduling job interviews and assisting in interview process.
• Collecting & Controlling employee’s data & documents.
• Ensuring background and reference checks are completed.
• Preparing new employee files.
• Overseeing the completion of compensation and benefit documentation
• Orienting new employees to the organization (setting up a designated log-in, workstation, email address, etc.)
• Administering new employment assessments.
• Serving as a point person for all new employee questions.
• Processing payroll, which includes ensuring vacation and sick time are tracked in the system.
• Answering payroll questions.
• Coordinate with relative department to prepare & submit the monthly payroll.
• Maintaining current HR files and databases.
• Updating and maintaining employee contracts, employment status, and similar records.
• Maintaining records related to grievances, performance reviews, and disciplinary actions.
• Performing file audits to ensure that all required employee documentation is collected and maintained.
• Completing termination paperwork and assisting with exist interviews.
• Assist in conducting internal training courses.
• Register external training programs for employees.
• Control training hours and training records.
• Assist in conducting internal training courses.
• Register external training programs for employees.
• Control training hours and training records.
• Performs other related duties as assigned.
• Follow-up training plans and to keep documents related.
• Contribute to the follow-up and monitor training plan for the staff in accordance with QC requirements and guidelines.

Administration (30%)

• Perform administrative activities of the Head Office under the assignment of HR Team Leader.
• Prepares purchase orders for human resource unit.
• Implement entry and exit procedures for employees.
• Organize internal integration/ employee engagement events and activities.
• Maintain proper filing of the daily worker’s payment documents.
• Ensure filing of all admin documents.
• Manage the storage and security of documents.
• In close relationship with the Admin & HR Officer, follow-up the information and modifications which can influence in the work.

Qatar Charity’s Core Values and Commitments

• Qatar Charity requires its staff and employees to uphold the values and principles delineated in the Qatar Charity Code of Conduct.
• Qatar Charity implements and rigorously enforces policies pertaining to Beneficiary Protection from Sexual Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity Anti-Retaliation, and Combating Trafficking in Persons.
• Qatar Charity is dedicated to ensuring that its staff members are well-suited to work with children and possess the necessary knowledge to uphold and adhere to Qatar Charity’s Safeguarding Policy.

Requirements

• A bachelor’s degree in human resources, Business Administration, or a related field.
• Having at least two years’ experience with I/NGOs in operation units, preferably in Admin/HR,
• Be careful, detail-oriented, and well-organized.
• Be able to prioritize and plan work activities as to use time efficiently.
• Extensive knowledge of office management systems and procedures.
• Having ability to operate office stationery.
• Having excellent written and verbal communication skills.
• Proficient in Microsoft Offices programs, especially Excel & Outlook.
• Having ability to maintain confidential information.
• Be Interested in developing a career in Human Resource Management Field.
• Having a good command of Arabic & English.
• Be hard-working, willing to learn new things, and having can-do-attitude.
• Be honest, enthusiastic, and self-motivated.
• Be pro-active and creative.

How to apply:

Interested and qualified candidates should forward their CVs and a motivation letter to [email protected] by 30th of January 2025 at 1700HRS, quoting the Position Reference code: QCO/HAA/2025/04 in the email title/subject. Failure to do so will result in the application not being considered.

Please bear in mind that only short-listed candidates will be contacted. QC will carry out screening checks and will take references on your behalf.

No phone calls are accepted.

We are an equal opportunity employer.