JOB PROFILE

JOB TITLE / Humanitarian HR Assistant
JOB GRADE / 5
DEPARTMENT / Humanitarian & Stabilisation Operations Team, London, UK
JOB FAMILY / Humanitarian
FUNCTION OF DEPARTMENT / The Humanitarian & StabilisationOperations Team (HSOT) is contracted through Palladium by the Department of International Development (DFID) and the Stabilisation Unit (SU) to provide support services and an operational team delivering advice and assistance on humanitarian disasters and emergencies.
MAIN JOB PURPOSE / To contribute to the delivery of Palladium's Humanitarian Assistance service package to DFID and SU by providing human resources and administrative capacity (for DFID/SU) in accordance with the contract established 1 November 2017 and subsequent contracts as appropriate.
MAIN RESPONSIBILITIES OF JOB /
  • Support the humanitarian deployments teams in establishing the number of productive days and appropriate fee rates for each deployment.
  • Prepare and issue contracts, contract extensions and any other contractual amendments for Humanitarian contractors as required.
  • Assist in the effective deployment and demobilisation of contractors, including briefings and debriefings.
  • Keep the HRIS fully updated at all times, maintainHR records and files for contractors in line with data protection guidelines, and prepare reports as required.
  • Ensure all documents are stored on the electronic filing system and in hard copy where appropriate.
  • Assist in tracking receipt of fully executed agreements and receipt of HR paper work as necessary
  • Assist in tracking receipt of performance evaluations as necessary
  • Coordinate with the Humanitarian Deployments Teamto address discrepancies in information and maintain accuracy of records.
  • Establish, maintainand develop effective working relations/communications with internal and external clients toHSOT including Palladium.
  • Process insurance claims on behalf of contractors.
  • Assist in tracking receipt of consultant performance appraisals
  • Provide administrative support to the consultant’s inductions, inviting candidates, preparing the induction pack, arranging accommodation, travel and refreshments as well as handing queries.
  • Coordinate the security clearance process (including reactivation) for all new and existing contractors on HSOT’s database.
  • Work with DFID stakeholders, to maintain clear and up-to-date data of clearance status and ensure information relating to security clearance is communicated effectively and in a timely manner to all relevant parties.
  • Be the main contact point for contractors on security clearance issues
  • Undertake reasonable, specific duties as required by the HSOT HR Manager, including administration and co-ordination activities.

FINANCIAL AUTHORITY / As per the Group Policy and Delegation Rules
KEY RESULT AREAS / Attached at Appendix A

COMPETENCY PROFILE

JOB TITLE / Humanitarian HR Assistant
JOB GRADE / 5
DEPARTMENT/COMPANY/OFFICE / Humanitarian & Stabilisation Operations Team, London, UK
CORE COMPETENCIES:
CLUSTER / COMPETENCY / LEVEL See Competency Dictionary
1 / 2 / 3 / 4 / 5
Management of Work / Commercial Sense / √ / √
Client Centred / √ / √
Planning & Implementing / √ / √
Quality Focus / √ / √ / √
Knowledge & Information Sharing / √ / √ / √
Technical Capability / √ / √
Personal Effectiveness / Communication / √ / √ / √
Analytical & Innovative Thinking / √ / √
Decision Making / √
Personal Intelligence / √ / √ / √
Leadership & Management / √
People Development / √
JOB SPECIFICS:
Requirement / Level
Qualification / Degree level education in relevant subject or equivalent experience
Experience /
  • Experience working in an Administrative capacity within a fast-paced professional environment
  • Experience of issuing and managing contractual paperwork
  • Demonstrable experience of working with databases and multiple and complex Information Systems
  • Demonstrable experience of providing efficient administrative support
  • Exceptional attention to detail and accuracy
  • Outstanding organisational skills in terms of planning, managing information, controlling timelines and meeting deadlines
  • Strong communication and interpersonal skills, and proven experience of building excellent working relationships, both internal and external.
  • Proven ability to deal with a varied, demanding, often conflicting and rapidly changing workload.
  • Experience of working in an HR capacity highly desirable
  • Interest in humanitarian and government sectors