Turkey: HR & Admin Assistant (Only national applications)

Save the Children is the world’s leading independent organisation for children. We work in 120 countries. We save children’s lives; we fight for their rights; we help them fulfil their potential.We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. We have over two million supporters worldwide and raised $2 billion dollars last year to reach more children than ever before, ensuring that they are able to survive, learn and be protected whatever their circumstances, including in times of humanitarian crisis.

As part of our strategic plan to reach ‘Every Last Child’, we have made it a global priority to build humanitarian, advocacy and campaigning capability, to become truly global – driving stronger and more diversified funding, and to maximise the use of our knowledge, systems, capacity and culture. We are doing whatever it takes to reach the world’s most excluded children. With your help we can ensure the world puts children first, and that we can tackle the barriers that prevent them from surviving and thriving. We won’t stop until every last child survives and fulfils their potential.

CHILD SAFEGUARDING: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE: To provide varied and complex HR & Admin assistance to the Country Office and work closely with the Logistics Team

SCOPE OF ROLE:

Reports to: HR&Admin Manager

Staff directly reporting to this post: Receptionist

Budget responsibility: none

KEY AREAS OF ACCOUNTABILITY:

Admin:

Providing administrative support to the Country Office:

• Preparing agendas and making arrangements for meetings for the Team (such as inductions, SMT meetings, important external meetings), including materials as required
• Prepare invitations, arrange reception and organise logistics for events (seminars, workshops etc) as needed
• Ensure that all office equipment and facilities work properly and comply with health and safety regulations
• Liaise with Government entities on administrative matters, if needed, such as residency permits as below
• Performing general admin duties such as photocopying, faxing, mailing, and filing
• Liaising with internal and external contacts eg suppliers
• Responsible for management and issuance of Identity Cards for all staff members
• To be in charge of all office equipment (printers, cartridges, projectors, fire extinguishers, fridge etc.) and facilities work properly and comply with health and safety regulations
• Keeping the tracking of Office sundries / stationary stock release

Travel and Visas:

• Preparing and coordinating travel arrangements for international/national staff and visitors
• Support international staff and visitors on invitation letters
• Follow-up on visas for international staff
• Support international staff with obtaining residency permits by helping them set up appointments and ensuring the have the necessary documentation and payment
• Book visitors/staff into hotels as necessary ensuring follow-up with invoicing and payment

Office Space/Accommodation/ Staffing needs:

• Work closely with the Logistics Team on the move to the new offices
• Help day to day running of the office.
• Support the international staff move to the guesthouses including allocation of rooms, ensuring accommodation is appropriately equipped as necessary, supporting utility payments, internet connections etc
• Support the longer term international staff in sourcing and set up of their accommodation (either for themselves/family or guesthouse depending on length of contract) and looking at short-term solutions when needed
• Responsible for managing the telephone credit for staff members’ mobile phones
• Invoicing and payment for electricity, water, utility, landline, and internet bills in addition to repair costs of the office and guest houses costs.
• Negotiate, finalise and monitor lease agreements for international staff in independent accommodation
• Support incoming staff’s logistical needs (shipping, relocation etc)
• Provide written translation of documents and materials and verbal translation, as needed
• Complete other ad-hoc duties as reasonably requested by the line manager.
• Make a list of missing items in the office and in the store for stationary, sundries, and IT supplies.

Human Resources:

Event management:

· Being focal point to arrange staff wellbeing activities.

HR support

· Update all trackers regularly (leave requests, timesheets, databases etc.)

· Support staff induction process and maintain an induction database.

· Ensuring all employee personnel files are complete and accurate in coordination with HR team.

· Ensure the Performance development files are collected and uploaded to system quarterly based.

· Coordinate with Admin for the arrival of new staff.

· Support staff with visa applications.

· When requested by supervisor, liaise with all field offices on issues related to HR

· Assist and promote employee understanding and adherence to personnel policies.

· Ensure JP are completed for all staff.

· Support the team and staff for any HR related issue when requested

Recruitment

· Support Talent Acquisition Coordinator to arrange test & schedule interviews for the candidates.

· Support TA Coordinator on compliance check process.

· Support HR team on Learning and Development activities for the staff.

Other

· Comply with Save the Children policies and practice with respect to child safeguarding, code of conduct, safety and security and other relevant policies and procedures.

QUALIFICATIONS AND EXPERIENCE

Essential

• At least 1 year of experience in HR & Administration field
• Bachelor’s degree in Social Sciences, Administrative Sciences, Economics, Business or related departments;
• Excellent interpersonal skills
• Excellent verbal and written communication skills in English (required) and Turkish
• Excellent skills in handling and advising on complex people management issues;
• Well-developed skills in HR and Admin side;
• Good attention to details;
• Good facilitation skills and ability to deliver induction briefing/training;
• Computer literate (including working knowledge of Microsoft Office) and ability to do internet based research
• Excellent attention to detail, organisational skills and discretion with confidential information
• Ability to work independently and proactively
• Proven ability to handle challenging work load

Desirable

• NGO / INGO experience is highly desired.

HOW TO APPLY:

Please apply in English by sending your up to date CV with a cover letter as a single document explaining your salary expectations to turkey.recruit@savethechildren.org and mention the position that you are applying on the subject section. The advertisement will be closed on August 12nd 2018 at 5:30 PM (Turkey local time).

Please kindly note that only short listed candidates will be contacted and interviews will be held on rolling basis.