Ala'a Mohammed Kaid Saif

Ensure up to date maintenance of Human Resource and Personnel files for all GC local staff. Develop, organize, and follow a hiring practice in coordination with relevant supervisors. Assist in the entire process of the hiring, probation, promotion, and termination of staff. Responsible for preparing the staff final exits forms along with following up their payments with the Finance team. Provide updated orientation package and arrange presentation to all new staff. Assist the senior HR & Admin Manager to ensure that all staff are evaluated accurately. Develop and maintain an accurate staff database. Prepare the payroll sheet according to the time sheets and submitted to the Finance in a monthly basis for their review. Tracking all types of leaves for each staff monthly. Following up with all staff to submit their time sheets supporting documents on time. Manage the Fingerprint system, time sheets along with its supporting documents on monthly bases. Focal point for all staff medical and life claims. Responsible for raising & follow staff medical and life issues. Responsible for preparing the Tax and Social security documents on monthly bases. Keep all updates and amendments in the Personnel Policy and HR manual. Ensure compliance with GC’s or/and donor’s policies and procedures. Review and recommend policy changes to Senior HR & Admin Manager. Responsible for conducting some refreshments trainings for the staff. Responsible for designing some staff trainings materials. Responsible for designing some required new HR forms to facilitate the workflow. Responsible to facilitate & report different types of investigations. Prepare the consultants packages for all different types of consultants and follow their payments with the Finance team. Prepare the casual agreements and follow their payments with Finance team. Assist in updating some required HR forms. Assist in seeking guidance when required from HR HQ. Assist in jobs flirting through the Podio system. Carry of all the duties and responsibility, which will be signed by the Senior HR & Admin Manager. Due to the nature of the program’s activities, the above-mentioned tasks are indicative only and are subject to change. Others/additional tasks may be delegated to meet programmatic objectives. Perform other duties, as needed, or requested by supervisor.

Main task was to do the survey for private sector firms to study the private sector weakness, strengths, challenges, and future opportunities to enhance the national economy.

Ensure up to date maintenance of Human Resource and Personnel files for all GC local staff. Develop, organize and follow a hiring practice in coordination with relevant Supervisors. Assist in the entire process of the hiring, probation, evaluation, promotion and termination of a staff. Provide updated orientation package and arrange presentation to all new staff. Work ln conjunction with Line Managers to ensure that all staff is evaluated accurately. Develop and maintain an accurate staff database. Prepare the payroll sheet according to the time sheets and submitted to the Finance in a monthly basis. Tracking the annual and sick leaves for each staff on a monthly basis. Following up with all staff to submit the time sheet then he/she submits them to the Finance on a monthly basis. Keep all updates and amendments in the Personnel Policy and HR manual. Ensure compliance with GCs or/and donor/s policies and procedures. Review and recommend policy changes to HR & Admin Manager , in specific, participated in drafting the GC Employee Manual in Yemen according to Yemeni Labor Law. Carry of all the duties and responsibility, which will be signed by the HR & Admin Manager or DFA.

Ensure up to date maintenance of Human Resource and Personnel files for all GC local staff. Develop, organize and follow a hiring practice in coordination with relevant supervisors. Assist in the entire process of the hiring, probation, evaluation, promotion and termination of staff. Provide updated orientation package and arrange presentation to all new staff. Work in conjunction with Line Managers to ensure that all staff is evaluated accurately. Develop and maintain an accurate staff database. Prepare the payroll sheet according to the time sheets and submitted to the Finance in a monthly basis, Tracking the annual and sick leaves for each staff on a monthly basis. Following up with all staff to submit the time sheet then he/she submits them to the Finance on a monthly basis. Ensure efficient functioning of the administrative filing system for the Yemen office. Keep all updates and amendments in the Personnel Policy and HR manual. Ensure total conformity on all administrative policies and procedures as outlined in the Staff Personnel Policy. Ensure compliance with GC’s or/and donor’s policies and procedures. Review and recommend policy changes to Country Director and DFA. Coordinate closely with other program staff to ensure accuracy of the GC Field inventory database on daily basis and prepare documentation/reports for internal use and submission to DFA. Maintain and update all GC assets by project code. Ensure all appliances in use including all fixed assets are working and in good condition. Maintain timely and efficiently stocking of pantry items/ equipment, coffee, tea, sugar cream etc (maintain stock register) Acts as cashier when instructed. Carry of all the duties and responsibility which will be signed by the Country Director or DFA. Oversee/supervise all construction/repair work at the GC Office building and guesthouse. Ensure all appliances in use including air-conditioning units, generator sets and other fixed assets are working and in good condition. Coordinate with the travel agency for any kind booking system. Directly supervise the cleaner and managing her schedule. Due to the nature of the program’s activities, the above-mentioned tasks are indicative only and are subject to change. Others/additional tasks may be delegated to meet programmatic objectives. Other duties as assigned by supervisor.

Manage HR / Employee files and Activities: Get signed all the contracts, extensions and amendments and make sure they are archived in the employee’s personal files. Keep the employee’s file up to date for active and inactive staff. Ensure all HR / Personal files are updated and archived in accordance with HR tool kit and as per audit requirement. Support HR administrator in providing data for payroll process. Update contracts dates, leaves, overtime, advances, medical, per diem, loans and deduction in the monthly database. Support and Assist HR Administrator for follow-up of contracts, Amendments, Job offer letter, and Insurance related documents from Capital Office. Ensure all leaves forms and monthly employee’s time sheets are received, signed, and archived. Assist HR Administrator: Maintain and archive the copy of job requisition form, JD and advertisement in ongoing recruitment folder. Make Calls and invite the shortlisted candidates for test and interview. Complete/Scan all recruitment dossier (CVs, written test individual assessment sheet, comparative sheet, and reference check) and send it to HR Administrator for validation from the capital office, and ensure all documents are filed upon validation. Make sure all personal, academics and experience documents are filed upon new hiring. Schedule induction and briefing for new joiners on ACF international internal policy and regulation. Assist HR Administration and Guest House Management Manage and file the attendance of the national staff. Prepare and follow up of the staff medical reimbursement and payment of daily workers. Participate in organizing meetings, workshops, and others. Prepare PRs and Admin PRs for the office stationary and supplies. Prepare PRs for communication, Internet, Office and guest house utilities. Manage Office stationary and consumable office supplies. ACF Guest House management in terms of consumable supplies. Assist HR administrator in monthly budget forecasting. Ensure that ACF Premises are kept clean and hygienic. Arrange rooms and facilities for Expatriates before their arrival. Supervise Cook and Cleaners. Facilitate the transfer of information and documents Assist HR administrator preparing letters and translating documents for expatriate’s Visas, and following up travel permits when requested. Keep copies of all visa process in a file. Translate all necessary documents from English to Arabic & vice versa when required. Delivering necessary reports/news letters to local authorities. Keep up to date folder of any external communication. Act as HR Administrator when required.

Ensure the content of application feedback is unique. Ensure the correlations between applications. Ensure the content is reliable and easy to read by viewers. Ensure the downloads for the application is increasing by monitoring the number of downloads and continuously update the content if needed.

Ensure the procurement of medical supplies, medications are well in time. Monitor the usage of stored medical supplies, medications, and prepare the new order taking into consideration spare amounts needed. Compare the price analysis for medical supplies, medication, and select the most appropriate items based on quality and quantity consideration.

Need Assessment: The HR advisor will conduct field visits to private sector firms in order to get their needs for employment, and understand the requested qualifications that needed to be available by the interns. Monthly reporting to the project officer, considering the number of field visits, names and address for private sector firms, and the need for interns, alongside the requested qualifications. Program Promotion: Participating in the workshops/campaigns to promote for the project Provide the needed support for the candidates, and respond to their inquiries, and do the needed facilitation. Review/Cross Check the interns application forms and refer to the measures used in the project guidance form. Internship and training Program: The HR advisor will supervise the general training related to Basic Skills training which is expected to be given to 1000 fresh graduate students. After the primary selection of suitable candidate, HR advisor will effectively communicate with private sector firms to identify the interview session for the suitable candidate. The HR advisor will raise the list of selected candidates to the project officer in order to launch the contracting session. Communicate with private sector firms to identify the quality of the training courses needed to enhance the performance of the interns. Closely supervise the specialized training for the interested interns. Closely supervise the interns’ performances, tackle possible challenges along the way of their internship life cycle. Follow up the payment for training providers with the project officer. Document every single visit to interns/private sector firm through CRM, with consideration of attaching good quality photos for the visits conducted. Customer Relationship Management Collect all internship requests that had been submitted manually, and do the required data entry into CRM system. HR advisor will evaluate every intern after the interview session, and will update the results into CRM system. HR Advisor will provide the outcomes related to each level in the project life cycle, not exclusive to: Total of interviewed interns (Male/Female) Total of selected interns (Male/Female) Number of hours consumed in each interview. Number and Names of selected job opportunities. Number of Private sector firms that applied for an internship program. Number of accepted private sector firms in the internship project. Monitoring and Evaluation: The HR Advisor in monitoring and evaluation task will concentrate on indicators such as: Number of beneficiaries of the internship program regardless of internship firms or outside firms. Percentage of male/female who got accepted in the internship project. Percentage of training programs provided to interns. Level of satisfactions of private sector firms owners regarding interns’ performances.