JOB DESCRIPTION

Who are we?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunities for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

DRC Syria

DRC has been actively operating in Syria since 2008 mainly supporting refugees. In June 2012, DRC was authorized by the Syrian Ministry of Foreign Affairs (MoFA) to expand its humanitarian efforts and provide assistance to IDPs and the vulnerable resident population countrywide. Since then, DRC activities have been focused on NFI distributions, Shelter, WASH, Protection, Education, Livelihoods, and Mine Risk Education in six Governorates (Damascus, Rural Damascus, Dara’a, Aleppo, Hama, and Homs). While Protection/community service activities are provided to beneficiaries throughout our six Community Centers.

About the job

The HR and Administration Officer will assist with ensuring the smooth running of the day-to-day Human resource and administration tasks for the entire country Programme. The position shall assist with recruitment, employee relation, payments, onboarding process, leave management, staff welfare, HR administration, and office administration.

Duties and Responsibilities:

Payroll

Support HR Specialist with drafting the national employee payroll..
Ensure timely caption of all payroll adjustments as expected during preparation of monthly payroll.
Ensure that all staff receive their pay slips on a monthly basis.

Recruitment for Country Office

Responsible for receiving, processing, and filing recruitment requests upon approval for Officer level and below.
Responsible for displaying job advertisements on different advertising platforms
Alerts hiring managers when vacancies close and shares applications received by email
Prepares longlists for hiring managers whenever required
Receives shortlists from HR focal persons and processes them with the Human Resource and Administration Manager.
Sends shortlisted candidates invites to interviews according to the schedule agreed upon with the hiring manager
Assists hiring managers in interviews processes (prepares interview space, assists with printing interview guides, and compiles interview summaries)
Conduct interviews as required.
Receives interview results from the field Hiring manager and processes them with HR and Administration Manager
Sends out reference checks
Drafts letters of offer to be signed by the Country Director
Sends out regrets to unsuccessful candidates
Support with Area Offices recruitments when needed.

Contracts

Prepare Employment contracts/amendments and end of employment contract notices
Prepare or extend Casual contracts and maintain all timesheets of casual workers.
Register or extend employees at the Social Security department, assuring their contracts are certified by the department.
Support Area Offices when needed.

Payments

Processing all HR-related payments e.g., Medical Insurance, implementation of SS payment, and income tax payment etc, and raising expenses for all HR-related processes.

DRC Dynamics

Heavy user tasks for country office accounts include: Hiring and separating of employees, renewal of contracts in the system and updating leave.

Leave Management

Leave tracking for all national staff and answering leave inquiries pertaining to annual leave, sick, paternity and Maternity etc.

Onboarding

Coordinate the new hire onboarding process you are in charge of (contracts, Social Security, Medical Insurance, DRC ID, Dynamics account, new hire forms, office orientation).
Conduct the HR orientation for all joiners you are responsible for at the Country Office.
In consultation with briefers, prepare all briefing schedules for all new recruits based in Damascus and follow up to ensure that all new staff have been fully oriented

Staff welfare

Focal point for medical insurance (Criteria, Tenders, Tracker, etc…).
Submit and maintain all medical reimbursement claims of staff
Routinely schedule appointments of annual checkups for all staff.
Insure that all staff are taking their leaves as expected to promote good physical and mental health in the workplace.
Make sure to maintain a positive work environment.

Exit Management

Coordinates submission of the Exit interview and clearance forms and return/handover of tools of the trade in liaison with all the DRC staff in Syria.
Ensure processes regarding the separation of staff is maintained (Documentation, Approvals, Dynamics, etc…)
Conduct exit process at Social Security
Handle the resignation process of staff at the Labor directorate and assure all necessary documentation is signed by CD and filed.

Reporting

On a daily work with the Leave Tracker by updating it and sharing it with the HR/Admin manager on a monthly basis
Maintain and keep the Recruitment Tracker updated at all times.
Maintain and work with at all times an updated staff list, share with HR/Admin manager on a monthly.
Prepare the Payments tracker and maintain it updated to be submitted on the fifth of every month

HR Administration

Record keeping including personal files of the national staff.
Creating/ renewing staff DRC IDs.
Prepare Certificate of service, and bank statements for staff.
Coordinate and ensure that HR documents are being sent and received properly to field offices and vice versa.
Follow up with staff on submitting their timesheets on a monthly basis
Work on archiving/updating personnel files both hard and soft copies.
Support in HR Audit as and when required.

Office/Guesthouse Administration

Manage and update various administration trackers, including tracking lease agreements for DRC premises, guesthouses, and inventories.
Maintain, monitor, and track inventory of office(s) and guesthouse supplies.
Consolidate and process supplies requests for office(s) and guesthouse.
Provide support in administration tasks as needed or requested by the line manager.

Experience and technical competencies:

At least 2 years of experience in a busy HR department, preferably in INGO setting
Strong competence in English literacy
Proven skills in computer programs (Word, Excel; minimum)
Excellent levels of confidentiality and professionalism.
Strong commitment to accountable practices.
Knowledge of working in challenging environments.
Proven ability to manage large, varied workloads and deal constructively with stress and periods with long hours.
Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
Proactive, stable, and robust character and a good team player.
Excellent communication skills, calm, and a good sense of humor.
Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels.

Education:

Minimum of a bachelor’s degree in Human Resource Management, Business Administration, social sciences, Psychology, or related field

Languages:

English Professional level (Fluent)
Arabic, Fluent

In this position, you are expected to demonstrate DRC’ five core competencies:

Striving for excellence: You focus on reaching results while ensuring an efficient process.
Collaborating: You involve relevant parties and encourage feedback.
Taking the lead: You take ownership and initiative while aiming for innovation.
Communicating: You listen and speak effectively and honestly.
Demonstrating integrity: You act in line with our vision and values.

We offer:

Contract length: 3 months

Level: Non-Management – H1

Location: Damascus – Syria

Expected Start date: May 2025

Application process:

Interested? Then apply for this position here: HR and Administration Officer – Application Form

All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note. CV-only applications will not be considered.

Applications close: 24 April 2025

Need further information?

For further information about the Danish Refugee Council, please consult our website www.drc.org

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements