Human Resources Assistant (National Position)

Main tasks and responsibilities Recruitment and Selection Prepare and publish vacancy announcements in coordination with the relevant supervisors. Receive, review, and organize job applications and prepare candidate shortlists based on established criteria. Coordinate interviews, written tests, and other recruitment activities. Communicate with candidates regarding interviews, selection processes, and required documentation. Conduct reference checks for selected candidates and maintain proper records. Prepare employment offers for management review and approval. Maintain and regularly update recruitment trackers and related documentation. Personnel Administration and Contracts. Prepare employment contracts, extensions, amendments, and employment-related letters for management review and approval. Maintain and update employee personnel files, both electronically and in hard copy. Collect, verify, and update employee personal information and required documentation. Maintain an accurate and updated employee database and staff list. Monitor contract expiry dates, probation periods, and renewal deadlines, and inform management accordingly. Prepare and follow up on documents required for social security registration and other employment-related procedures. Ensure proper filing and confidentiality of all personnel records. Attendance and Leave Management. Monitor employee attendance, working hours, and monthly timesheets. Collect and review attendance records and follow up on missing or incomplete documentation. Maintain updated records of annual leave, sick leave, maternity leave, unpaid leave, and other types of leave. Monitor employee leave balances and prepare regular summaries. Report attendance discrepancies and related issues to the supervisor. Payroll and Employee Benefits Support. Prepare monthly HR information required for payroll processing. Verify employee attendance, leave, contract changes, salary adjustments, and other relevant payroll information. Coordinate with the Finance Department to ensure timely submission of accurate payroll documentation. Maintain updated records of employee salaries, allowances, and benefits. Prepare and follow up on documentation related to social security and other statutory employee obligations. Onboarding, Performance and Offboarding. Organize onboarding and orientation activities for newly recruited employees. Ensure new employees receive, understand, and sign all required HR documents and organizational policies. Follow up on probation period evaluations and periodic staff performance assessments. Maintain records of employee training and development activities. Coordinate employee resignation, end-of-contract, and clearance procedures. Prepare and maintain employee separation documentation and support exit interviews when required. HR Records and Reporting. Maintain and regularly update HR databases, trackers, and filing systems. Prepare periodic HR reports related to staffing, recruitment, contracts, leave, and other HR activities. Ensure that all HR documentation is complete, accurate, and properly archived. Prepare and organize HR documentation required for internal reviews, audits, and management requests. Handle employee information with strict confidentiality. Administrative Support and Documentation. Support the Administration Department in organizing and maintaining administrative documentation and records. Maintain accurate and well-organized physical and electronic filing systems. Support document scanning, classification, and electronic archiving in accordance with organizational procedures. Assist with general administrative activities and documentation as assigned by the supervisor. Ensure proper handling and confidentiality of organizational records. HR Policies and Employee Support. Ensure the implementation of AVSI HR policies and procedures in daily HR activities. Provide employees with information and guidance regarding HR procedures, attendance, leave, and employm