HR, Finance & Admin Assistant - 2 Positions - Deir Ez - zur And Daraa

HR, Finance & Admin Assistant

The HALO Trust is the world's largest international humanitarian Mine Action Non-Governmental Organization (NGO). HALO's mission is to save lives and restore communities affected by Explosive Remnants of War (ERW), including landmines, aircraft and cluster bombs, artillery projectiles, rockets and missiles, and improvised explosive devices (IEDs). Established in Afghanistan in 1988, HALO now employs nearly 10,000 staff across 28 countries and territories.

HALO's program in Syria was established in 2016 and is coordinated from offices in Amman, Jordan, and Syria. HALO conducts its projects in Syria through a HALO Field Office in Idleb, Daraa and now we are expanding Current projects in different locations in Syria include Explosive Ordnance Disposal (EOD), Non-Technical Survey (NTS), and Explosive Ordnance Risk Education (EORE).

Role Summary:

• Execute responsibilities across human resources (HR), finance and administration to support effective daily operations and ensure compliance with HALO's standards and relevant laws.
• Manage HR documentation, recruitment, payroll support, and staff attendance tracking while also overseeing office administration and administer finance processes such as recording transactions, managing local petty cash, and assisting with expense allocation.
• Serve as a coordination point for compliance, reporting, and communication tasks.
• Work within, uphold, and promote HALO's core values and standards, applying policies including, legal frameworks, health & safety, and safeguarding.
• Carry out other tasks as directed by the Location Manager (SUC), Head of HR & Administration, Finance Officer and/or the International Finance Manager (IFM) to meet programme standards and operational requirements.

Human Resources:

• Maintain up-to-date, accurate HR records for the location, ensuring confidential or sensitive information is appropriately safeguarded.
• Lead local recruitment including posting vacancies, screening, interview processes offers and new staff onboarding & inductions.
• Draft, translate, and issue approved contracts and other HR correspondence.
• Support staff line managers to track staff attendance, leave, and absences for the location, send monthly reports to programme HQ.
• Support staff line managers to deliver performance reviews, identify training needs, and execute disciplinary actions, ensuring relevant records are added to personnel files and logged with programme HQ.
• Prepare monthly payroll inputs and process staff role changes and exits.

Finance:

• Work with the SUC, Logistics & Support Assistant and Finance Officer to prepare and process payment vouchers and invoices, as per HALO's standard operating procedures (SOPs).
• Post the location's financial transactions on HALO's accounting system (Oracle NetSuite) and ensure supporting pieces of evidence (receipts, invoices, etc.) are uploaded.
• Manage the location's petty cash, including recording all cash movement, weekly cash-count and reconciliation, and maintaining adequate cash levels in the safe.
• Process approved staff reimbursements in line with policies and SOPs.
• Assist the Finance Officer and IFM in allocating costs across project budgets.

Administration:

• Maintain filing and archiving systems, including scanning documents for digital storage.
• Assist SUC and Logistics & Support Assistant with meetings, travel, visas and permits, and visitor administration.
• Assist location and programme HQ staff with interpretation and translation when needed.
• Support the Hd HR, IFM, and auditors for HALO HQ, donor, and statutory audits.

Other:

• Work within the framework of HALO's core values and standards.
• Ensure familiarity with and adhere to all HALO policies and procedures, ensuring HR, Finance and Admin practices meet HALO and donor standards.
• Undertake the role in a manner appropriate to the cultural context and within the local legal framework.
• Understand and uphold the standards outlined in HALO's safeguarding policy, acting with due care and attention to safeguard the well‐being of anyone that comes into contact with HALO's work, reporting concerns if they arise, and actively promoting HALO's safeguarding & whistleblowing commitments.
• Discharge duties and responsibilities under HALO's health and safety procedures.
• Carry out any other tasks as directed by the SUC, Hd HR, Finance Officer and/or the IFM to meet programme standards and operational requirements.