HR Assistant Vacancy at JRS

HR Assistant at Jesuit Refugee Service

JRS is an international Catholic organization that provides specialized support to refugees and other forcibly displaced people. Our mission is to accompany, serve and defend the rights of refugees and other forcibly displaced persons. This mission is based on a faith in God present in human history, even in its most tragic moments.

JRS is currently working in the Tanzania refugee camps located in Kigoma region, having three departments: one for education, another one for psychosocial support and the last one for reconciliation. Therefore, JRS is looking for an assistant Human resource officer to support carrying out its mission.

JRS Tanzania operates with several administration, implementation, and support staff members at all levels from the incentive workers in the camps, the office attendants, drivers, assistant coordinators and coordinators in different bases, the projects director, the program, finance, and logistic teams.

Position: HR Assistant 

JOB DESCRIPTION

Planning

• Collaborate under the demand of the Human Resources Officer in the National Staffs Internal Regulations in line with JRS standards and with the local Labor Law. The regulations include as ANNEX: the salary grid/list of functions, the recruitment process, the evaluation process and the steps foreseen for the Induction of new hired staff.
• Implement the standardized Induction program for JRS staff.
• Implement the salary grid and collaborate in its design.
• In coordination with the Country Director, Country Finance Officer, Country Program Officer and Human Resources Officer, design and update the mission organizational charts and the Job Descriptions.
• Follow up on local training opportunities for JRS Staff and share information/coordinate with the Project Director or any other relevant team member. Support in the identification of possible training needs.
• Plan the holistic implementation of the PSEAH policy.
• Collaborate in the planning of staff holidays.
• Collect and file the monthly timesheets for all JRS Tanzania staff.
• Conduct regular meetings with the Human Resources Officer to update about HR matters in Tanzania.

Implementation and Monitoring

• Monitor and guarantee the implementation of the Internal Regulations in the Tanzania offices.
• Keep track of the training taken by the Staff
• Coordinate the implementation of all administrative local protocols and procedures, organize regular information meetings with all the staff and systematically participate in all briefings where HR expertise is requested (Finance, Programs, and Administration)
• To act as link between the Human Resources Officer located in Burundi and the team in Tanzania.
• Develop and implement JRS HR core policies and international guidelines and protocols in line with international humanitarian standards (PSEAH, Child Protection Policy, Anti-fraud Policy, and others).
• Assist in the implementation of the JRS Global Staff Care Program (MHPSS, Security and Safety, Policies, Working conditions and Environment).
• Run specific surveys on the JRS staff well-being in the Country.
• When required, travel to the projects and camps to carry out investigations under the supervision of the HR officer and Project Director.
• To support the Project Director and/ Human Resources Officer regarding security measures in situation of crisis within the Project.
• With the support of the project administrators guarantee that all personnel dossiers are kept in order and updated (e.g. contract of employment, contract’s amendment, CV, national id, pictures, disciplinary measures, leave requests and justifications resignation letters)
• Coordinate local recruitments (e.g.: prepares the Job Vacancies, checks the received applications and participates in the shortlisting, participates in interviews and oversees the whole selection process)
• Support all team members with team management responsibilities when dealing with disciplinary measures.
• Support the Coordinators in the evaluation process and guarantees that all staffs are properly and regularly evaluated.
• Make sure evaluations are properly archived.
• Under the supervision of the Human Resources Officer, support the Country Finance Officer in making sure that the pay slips correctly include what is foreseen in terms of remuneration by the salary grid.
• Support the Human Resources Officer in the implementation and follow-up of the international Staffs administrative aspects (VISA, leaves, R&R…).
• Write and share regular ad-hoc reports of his/her own work and HR monthly report.
• Prepare contracts for JRS incentive workers in the refugee camps and, under the directives of the Human Resources Officer, prepare contracts for JRS staff.
• To coordinate, design and update, under the supervision of the HR Officer, any fixed contract with agents external to JRS such as suppliers, consultants or casual workers.
• To be the focal point with the health insurance company and continuously update the staff list to the company.

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Representation

Make sure the Internal Regulations is validated by the local legal advisor and by the local Labor Office
Liaise with the local legal advisor and with the labor office on the HR matters.
Conduct meetings when needed with incentive workers in the camps or JRS staff, especially under the presence of conflict.
Represent JRS in any needed meeting related to HR matters.
In addition to all the previous tasks, realize any other task when asked by the supervisors which may be related to HR aspects.

Qualification and Competencies

• A university degree in Human Resources or related field (organizational development; business administration, etc.) or a specific training, qualification or certification in human resources management.
• A minimum of two (2) years of work experience in a similar role in an international or non-profit organization.
• Excellent English and Kiswahili, both verbal and written.
• Proficiency in Microsoft Office 365 and any human resources’ management related software or computerized systems
• Strong interpersonal skills and the ability to work in a multi-cultural, international, professional environment.
• Strong ability to innovate in a changing environment and promote creativity within the organization.
• Strong analytical, strategic-thinking, and planning skills

How to apply

Composition of the application file:

A cover letters
A CV relevant to the position (maximum 3 pages) including three referees
Copy of Certificates of services rendered
Certified copy of Education Certificates
Copy of identity card
Police clearance or Criminal Records
Please send this application file to: bdi-tz.hr@jrs.net

Deadline: the closing date is August 14, 2024, at 17:00 Hrs Burundi Time

PLEASE NOTE: due to urgent need to fill this vacant position, we will be reviewing the application as we receive. Only shortlisted candidates will be contacted. Female candidates are highly encouraged to apply.

The contract is for 1 (one) year, renewable with an initial probationary period of three months. The JRS remuneration policy is aligned with the JRS ethos of offering effective and professional services and at the same time expressing solidarity with the people served. Details will be discussed with short-listed candidates.