HR Assistant

Position: HR Assistant

Duty station: Gaziantep

Line Manager: IDD Director/HRM

Starting date: April-May 2022

ABOUT IDD:

Insana Değer Derneği (IDD) is a non-governmental, non-profit organisation providing relief and development assistance in Turkey. IDD is committed to the best practice and quality of work of its staff, its partner organisations and other associates. IDD programs focus mainly on livelihood, food security, rural rehabilitation and emergency education. Operations are managed from Turkey where IDD’s main office is established serving as administrative and logistics support of program being implemented directly or through partners.

GENERAL POST DESCRIPTION

The Human Resources Assistant will work under the supervision of the IDD Director/HRM and maintain close coordination with the other members of the HR Department. He/She will deliver effective support for employees in Turkey.

He/She will provide specialized knowledge and implementing HR tasks under the Turkish Labor Law. He/She will be primarily responsible to Conduct end-to-end recruitment process. Maintain and implement onboarding procedures for new hires. Manage contracts and work permits validity and proper departure upon termination. Assist with performance appraisals in line with HR policies and procedures. Prepare the monthly payrolls. Maintain updated leave trackers and timesheets.

FUNCTIONAL AND HIERARCHICAL REPORTING LINES

The HR Assistant reports to IDD Director/HRM and closely cooperates with IDD Liaison & Finance team and IDD accountant and the CPA.

PRINCIPAL RESPONSIBILITIES AND TASKS:

Recruitment and onboarding:

• Take the lead in the end-to-end recruitment process in Turkey while maintaining the internal procedure such as follow ups on vacancies posting approvals and implementation, participate in interviews and written test facilitation and maintain the records of the interview/tests process and recruitment procedures.
• Collect candidate’s documentation and conduct references checks.
• Preparing and send job offers and/or rejection emails.
• Contact Accountant (CPA) in regards of Register/unregister team members in Social security system (SGK)
• In coordination with head of departments He/She will be responsible to plan the new employees’ induction and on-boarding procedures in Turkey and maintain the induction checklist archive in staff personal files.

Administrative:

• Prepare contracts and contracts amendments and maintain the hard/soft copies archive in personal files/cloud.
• Keeps track of staff contract/ Work permits validity and coordinate applications/renewals accordingly.
• Create and maintain an up to date staff personnel folders.
• Follow up on staff termination/resignation process in comply with internal policy and Turkish Labor Law.
• Follows the Job termination checklist; in coordination with other departments for all clearance procedures and archives the personal folder and provide work certificate when needed.
• Archives the personal folder documents processed in Turkey.
• Follow up on legal and regulatory environments in labor law related issues and legal compliance and Social Security in Turkey and share new relevant information and changes with HR Department and management.
• Provide support during audits form collecting and confirming all required documents.
• Prepare the monthly payroll and follow up on internal/external procedures related.
• Collect and maintain monthly timesheets and keep and up to date leaves trackers.
• Keep an updated contact list & Organigram.

Performance evaluations:

• Maintain, archive all performance files after reviewing and ensure all files are well communicated as per SOP and signed.
• Participate in communicating corrective action letters and ensure proper informing of staff on such activities as instructed.
• Archiving and keep track of the process and files as required.
• Other tasks assigned by employee’s Line Manager corresponding to actual needs of the mission, programs, and projects.
• Substitute relevant colleagues (fully or partially) during their absence when assigned by employee’s Line Manager.
• Understand and adhere to the mission’s National Staff Handbook, PIN Code of Conduct, PIN Key Policies and relevant guidelines.

REQUIREMENTS AND COMPETENCIES

• Bachelor/Institute Degree in business administration, Human Resources Management or any related field.
• Minimum two to three years of relevant experience in HR in the NGO sector.
• Solid knowledge of Labor Law, Social Security System and Organizations’ law and regulations.
• Excellent written and verbal communication skills in Turkish and English. Arabic is an advantage.
• Excellent interpersonal skills.
• Excellent PC skills in Microsoft Office (Outlook, Word, Excel)
• Experience in performance management and human resource related laws and regulations and procedures.
• Highest levels of ethical, personal and professional integrity.
• Familiarity with protection concepts such as child protection, PSEA and action against harassment.