HR Assistant For GIZ Egypt

 Job Description

Job title	HR Assistant
GIZ salary band:	Band 2
Reports to:	Head of Human Resources
GIZ Internal function designation:	HR Assistant

 

A. Responsibilities

The HR Assistant is responsible for

• digitalising of national staff (NMA) personnel files in accordance with GIZ processes and rules (P+R)
• filing documents in reference files or DMS in line with GIZ’s filing rules
• maintaining the HR archive, including the stored personnel files
• providing general clerical and administrative services in the HR department
• providing supporting services in the recruitment process for national staff
• maintaining strict confidentiality regarding all HR personnel data and information

 

The HR Assistant performs the following tasks:

B. Tasks

1. Maintenance of physical and digital personnel files of national staff (NMA)

In close coordination with the Senior HR Professional, the HR Assistant

• scans documents from NMA personnel files according to GIZ guidelines
• prepares digital personnel folders ready for upload to GIZ’s Data Management System (DMS) in accordance with GIZ processes and rules (P+R)
• uploads digital NMA personnel files to the DMS
• ensures that the HR archive and the stored personnel files are in good order
• continuously maintains and updates physical and digital personnel files and folders with new relevant documents

 

2. Clerical and administrative services

The HR Assistant

• photocopies and scans documents as needed
• labels files in accordance with GIZ filing rules
• completes forms, lists, and tables as instructed
• prepares Arabic and English (HR) letters and any other needed correspondences

 

3. Support in recruitment services

In close coordination with the HR Recruitment Professional, the HR Assistant

• prepares list of applicants from incoming job applications
• schedules and invites applicants for interviews (by telephone and/or by mail)
• supports in the initial filtering of irrelevant applications
• responsible for daily monitoring the general functional HR-Egypt email
• sends out rejection mails upon request

 

4. Other duties/additional tasks

The HR Assistant

• supports in the coordination and the organisation of events
• assists the HR team members in various tasks, as instructed by the superior
• upon request, translates documents from English to Arabic or vice versa
• may occasionally run errands, e.g., delivering and collecting documents
• performs other duties and tasks at the request of management

 

C. Required qualifications, competences and experience

Qualifications

• University degree in business administration or similar qualification.

Professional experience

• At least 1-2 years’ professional experience with similar HR tasks.
• Initial experience in scanning files and documents.

Other knowledge, additional competences

• Good working knowledge of ICT technologies (related software, scanner, copier, phone, fax, email, the internet) and computer applications. (e.g., MS Office).
• Arabic native speaker and good knowledge of the English language (spoken and written).
• Ability to multi-task and to organise him-/herself under a heavy workload.
• High sense of responsibility and understanding of the significance of confidentiality in HR tasks.
• Detail oriented and accurate.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

 

D. Submission of Application

• Kindly send your applications in English by e-mail to HR-Egypt@giz.de by maximum Tuesday, the 10th of January 2023.
• The application must include an updated CV in English language, indicating the earliest date of availability and contact details (mobile/phone no. and e-mail address).
• Only e-mail applications mentioning the subject title “HR Assistant – GIZ Country Office - your name” will be considered.
• The position can be filled by the 1st of February 2023, or earlier if possible.
• The contract is initially for 12 months only, an extension is based on the budget and the needs of the Country Office.
• The work location will be at the GIZ Country Office in El-Zamalek, Cairo.
• The position is for candidates with Egyptian Nationality, or a valid work permit only.
• GIZ Egypt does not cooperate with any HR service providers that can guarantee acceptance to vacancies. A competitive process is followed, where all applications are reviewed to ensure that all qualified applicants receive consideration for employment. Candidates are only contacted if they have been shortlisted.
• If you do not receive the automated email confirmation acknowledging receipt of your application, please check your spam or junk folder.
• GIZ Egypt is committed to achieving workforce diversity. Female candidates and persons with disabilities are strongly encouraged to apply.