Admin - Hr Assistant

JOB ADVERTISEMENT – HR – Admin Assistant

SCI employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

CHILD SAFEGUARDING:

Level 2 – the responsibilities of the post may require the post holder to have some contact with or access to children or young people.

ROLE PURPOSE: 

This role will be responsible to provide effective support and co-ordination to the HR and Admin Manager with the full range of HR/Event and Admin processes including induction, managing employee contracts, supporting recruitment, PF management, Event arrangements and maintaining admin matters. This post will provide the opportunity to become involved in a range of HR and Administrative initiatives.

The role will be responsible for ensuring full compliance of the policies and procedures of these core responsibilities and implementing best practices aligned with the organizational culture.

SCOPE OF ROLE:

Reports to: HR and Admin Manager

KEY AREAS OF ACCOUNTABILITY:

Recruitment and Selection

• Draft/support vacancy announcement based on SCI formats for approved recruitments
• Participate in the national recruitment and facilitate international recruitment process
• Collect and track recruitment Planner forms.
• Organize interviews and Prescreening interviews.
• Participate/facilitate in the national staff interviews and ensure transparency in the process
• Check references and send regret to unsuccessful candidates
• Ensure the recruitment files are complete and updated with every recruitment
• Support contract management of staff (including staff contracts, extension, amendments)
• Using a variety of methods, including internet data mining, cold calling, online databases, social media, internal database, employee referrals, career fairs, and other relevant sources to find candidates that meet the target profiles for open and upcoming vacancies
• Ensuring recruitment processes are in line with SCI regulations

Personnel File Management

• Ensure that all staff have a personnel file within a week of joining
• Manage the personnel files and ensure they are up to date with all the required documents at all times
• Ensure confidentiality of the personnel file – assess of files by only the HR Manager or designated.

On board and Off boarding

• Support in induction plans for all new starters
• update on/off boarding tracker
• Support creation and follow up of a leaver process
• Work with Logistics to ensure SCI property is returned
• Organize and if applicable conduct exit interview with the national staff.

Admin Responsibilities

• Ensure a safe; secure and professional workplace.
• Monitoring of administrative expenditure factored in the administration budget to ensure cost effectiveness and prepare monthly reports for the same.
• Ensure that all new staff receive an induction on Administration systems and procedures.
• Co-ordinate the renewal of the leases of office premises and guest houses
• Support the receptionist to develop and ensure implementation of a comprehensive administrative filing system including archival and storage inventories, in accordance with the policies and procedures of the organization
• Ensure admin related procurement processes are handled in line with the SCI policies,
• Being responsible for the third parties on admin matters such as phone lines, building management, insurance companies with a support from HRAM,
• Ensure the proper functioning and repair/maintenance of utilities, facilities and office equipment.
• Participate in the preparation of the administration budget ensuring all relevant support costs for the office are included and expenditure monitored.

Event management

• Provide a professional and efficient hotel and accommodation booking service for all staff based at, or visiting the Türkiye Country Office or field offices
• Carry out procurement processes related to travel and accommodation, when requested participate into processes for establishing new framework agreements
• Produce and collect authorizations on event supporting and identifying documents
• Provide necessary advice and support for staff in respect to any visa requirements, issue visa invitation letters for confirmed visitors arriving to Türkiye
• Ensure internal policies are adhered to and event related costs are kept to a minimum
• Ensure all travel/deployment related expenses and per-diems are managed appropriately; support TCO, deployments, visitors and Finance teams with their processing
• Keep deployment and staff movement related trackers and all TCO contact lists updated at all times
• In close coordination with Admin Assistant(s), ensure proper follow-up of all communication lines assigned to TCO, field staff and visitors
• Ensure all new comers and arriving visitors to TCO receives adequate welcome info, documentation, briefings and they are linked with relevant focal points
• Support country office and field office on other admin related tasks in case of emerging needs or on absences of other Admin personnel
• Arranging venue for activities/meetings/gatherings based on the TCO guidelines.

Any other duties as assigned by line manager or the designate.

BEHAVIOURS (Values in Practice )

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength

• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS AND EXPERIENCE AND SKILLS

Essential

• A Bachelor’s degree in Human Resource Management and or Business Administration or any other relevant discipline
• Minimum 1 year of relevant working experience
• Fluent in both written and spoken English and Turkish, Arabic knowledge will be an asset
• Ability to build relationships quickly with a wide variety of people, both internally and externally
• Demonstrated excellent skills in planning, coordination, and reporting skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities;
• Proven operational HR or Admin experience of providing a generalist HR and Admin service to staff and colleagues across a full range of HR and Admin issues
• Excellent attention to detail and accuracy.
• Good Computer skills working with MS Office Packages especially Word, Excel and Powerpoint
• Strong interpersonal and communication skills.
• Ability to work with limited supervision and strong ability to take initiative.
• Good facilitation skills and ability to deliver induction briefing/training
• Able to work to tight deadlines and under pressure.
• Excellent team player.
• Experience in working with INGOs will be an asset

Position holder will be based in İstanbul with frequent travels to other cities, therefore legal right to work in Türkiye is necessary at the time of application.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Save the Children is committed to create a truly inclusive, effective and representative organisational culture, encouraging equity and diversity among its employees and eliminating discrimination. Having a diverse profile of employees, different age groups, backgrounds, cultures, gender identities and expressions, sexual orientation etc., including a range of different experiences and capabilities helps us understand, represent and serve children better. Therefore all qualified applicants will receive equal consideration for employment without regard to race, religion, gender, gender identity or expression, sexual orientation, disability, or age.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. 

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

Save the Children does not charge a fee at any stage of the recruitment process.