Project HOPE is an international NGO with more than 1,000 engaged employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 65-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.
Code of Conduct
It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.
POSITION SUMMARY:
The HR Assistant provides administrative and operational support to the Human Resources function in accordance with Project HOPE policies, procedures, and applicable local labor requirements. The position supports the day-to-day implementation of HR activities, including recruitment, onboarding, personnel records, attendance and leave tracking, payroll preparation, staff documentation, training coordination, and employee lifecycle processes.
The HR Assistant works closely with the HR Coordinator, HR Officer, Finance team, and program staff to ensure HR processes are completed accurately, efficiently, confidentially, and on time. The position serves as a first point of contact for routine HR administrative inquiries and contributes to maintaining a professional, organized, and supportive working environment.
PRINCIPAL RESPONSIBILITIES:
HR Administrative Support & Staff Services
· Provide day-to-day administrative support to the HR team and assist staff with routine HR-related inquiries.
· Respond to staff requests professionally and in a timely manner, escalating complex or sensitive matters to HR Officer.
· Support the preparation and distribution of HR communications, forms, and staff notices.
· Maintain confidentiality of employee information and HR documentation at all times.
· Assist in organizing HR meetings, orientations, staff briefings, and other HR activities.
Recruitment & Onboarding Support
· Support recruitment processes by posting approved vacancy announcements, receiving and organizing applications, and maintaining recruitment trackers.
· Assist with initial screening and shortlisting of candidates based on approved criteria.
· Coordinate interview schedules and communicate with candidates regarding interview arrangements.
· Support reference checks and collection of required recruitment documentation.
· Prepare recruitment files and ensure required documentation is properly completed and filed.
· Support onboarding activities, including collection and verification of staff documentation.
· Assist with preparation of employment contracts and onboarding packages based on approved templates.
· Coordinate orientation sessions and track completion of mandatory onboarding requirements and trainings.
Payroll, Attendance & Benefits Support
· Collect and review monthly timesheets, attendance records, leave records, and other payroll-related information.
· Support the preparation of monthly payroll inputs for review by the HR Officer/HR Coordinator.
· Follow up with staff and supervisors regarding missing or incomplete payroll documentation.
· Maintain accurate records of leave balances, attendance, and other employee-related information.
· Assist with preparation and distribution of salary slips while maintaining strict confidentiality.
· Support the HR team in maintaining accurate records related to staff benefits and entitlements.
· Coordinate with Finance and HR regarding routine payroll and employee documentation as required.
HR Records & Documentation
· Maintain accurate and up-to-date electronic and hard-copy personnel files in accordance with Project HOPE requirements.
· Ensure personnel files contain all required employment and supporting documentation.
· Regularly update HR trackers, including staffing lists, recruitment status, contract dates, leave, probation, training, and other HR information.
· Support periodic personnel file audits and follow up on missing documentation.
· Assist in maintaining accurate staff databases and HR information systems.
· Support the preparation of routine HR reports and workforce information as requested.
· Ensure HR documents are properly filed, organized, and accessible to authorized personnel.
Employee Lifecycle Support
· Support HR processes related to staff movements, contract renewals, transfers, changes in employment status, and other employee lifecycle activities.
· Assist with probation tracking and follow-up with supervisors regarding required documentation.
· Support separation and clearance processes by preparing required documentation and coordinating with relevant departments.
· Assist with exit documentation and exit interviews when required.
· Ensure employee records are updated following staff changes or separation.
Learning & Development Support
· Assist in coordinating staff training sessions and learning activities.
· Maintain accurate training attendance and completion records.
· Support the HR team in tracking mandatory trainings and certifications.
· Share approved learning and professional development opportunities with staff.
· Assist with logistical arrangements for internal HR and capacity-building activities.
Policy Compliance & Safeguarding
· Support the HR team in promoting awareness of Project HOPE policies, procedures, Code of Conduct, Safeguarding, PSEA, and other mandatory requirements.
· Ensure staff receive and acknowledge required HR and organizational policies.
· Maintain records of policy acknowledgements and mandatory training completion.
· Escalate any concerns related to safeguarding, misconduct, or serious policy violations through the appropriate reporting channels.
Office & Facility Support
· Support the HR team in coordinating routine administrative arrangements related to office and Guest House staff.
· Assist with monitoring basic office and facility support requirements as assigned.
· Coordinate with cleaners, security personnel, and other facility support staff when requested by the HR Coordinator/HR Officer.
· Support the maintenance of a safe, clean, and professional working environment.
Other Duties
· Provide general administrative support to the HR department as required.
· Assist with HR projects, surveys, data collection, and reporting.
· Perform other HR-related duties as assigned by the HR Coordinator or HR Officer.
MINIMUM QUALIFICATIONS:
· Bachelor's degree in Human Resources, Business Administration, Organizational Management, Public Administration, or a related field.
· Minimum 1–2 years of relevant experience in HR, administration, or a related field. Previous experience with NGOs or humanitarian organizations is an advantage.
· Basic knowledge of local labor laws and HR practices.
· Demonstrated ability to maintain accurate records and handle confidential information.
· Good understanding of basic HR processes, including recruitment, onboarding, personnel records, attendance, leave, and employee documentation.
PREFERRED QUALIFICATIONS:
· Strong organizational and time-management skills, with attention to detail and ability to meet deadlines.
· Good communication and interpersonal skills, with the ability to work effectively with staff at different levels.
· Ability to work under pressure and manage multiple tasks in a fast-paced and challenging environment.
· Strong teamwork and cooperation skills.
· Commitment to humanitarian principles and Project HOPE's values.
· Ability to maintain confidentiality and demonstrate professional integrity.
· Flexibility and adaptability to changing priorities and work environments.
· Strong written and oral communication skills.
· Fluent knowledge of English and Arabic.
· Good computer literacy, including Microsoft Word, Excel, Outlook, and Internet applications.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands:
• While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
• Must be able to communicate in verbal and written form and must be able to travel internationally.
• Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.”
Work environment :
• Typical office environment with exposure to a minimal noise level.
• Emergency deployments may be in resource-deprived environments with austere living conditions.
• Travel for extended periods may be by air and/or other modes of transportation.
• While international travel is not a regular part of every job, programmatic needs may require it intermittently.
• Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.”
Due to the substantial number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.
However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.
Thank you very much for your interest in Project HOPE.
