HR Assistant

Job Title: HR ADMIN ASSISTANT

Job location: HQ - Remote

Reports to: HR Coordinator

The HR Admin Assistant will provide essential administrative and clerical support to the HR function, ensuring smooth day-to-day operations. The role focuses on maintaining accurate records, organizing HR files and archives, supporting documentation workflows, and assisting the HR Coordinator with routine HR and administrative tasks. This role is critical to ensuring data integrity, compliance, and efficient HR operations across HQ.

• Maintain and update employee records and HR databases digitally on Drive and Odoo.

• Organize, file, and archive HR and administrative documents in line with internal standards.

• Assist in the preparation of contracts, letters, and staff documentation.

• Support HR processes by collecting and verifying required employee documents.

• Assist with payroll preparation by compiling and checking timesheets, leave records, and supporting documents.

• Support data entry, updates, and accuracy checks in Odoo HR modules when required.

• Provide administrative support across HR and office functions, including scheduling meetings, managing correspondences, and supporting other departments as needed.

• Support in preparing reports and maintaining trackers (staff lists, archiving logs, etc.).

• Edit and update documents and its formatting in MS Word as required.

• Act as a first-line support for general HR administrative queries.

• Ensure confidentiality and secure handling of employee data.

• Perform any other HR-related administrative tasks as assigned by the HR Coordinator.

• University degree in HR, business administration, or related field.

• Minimum 2-3 years of progressive experience in HR operations, employee file management, or HR administration.

• Solid understanding of HR processes and documentation standards.

• Experience with recruitment processes (advertising, screening, shortlisting) is desirable.

• Excellent written and oral communication skills in English and Arabic.

• Strong organizational skills with a high level of accuracy.

• Proficiency in MS Office (Word, Excel, Outlook) and HR software/systems is a must.

• Ability to work independently and manage tasks remotely.

• Previous experience in NGOs/INGOs is required.

• Strong interpersonal skills and ability to collaborate across multicultural teams.

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MedGlobal is a global humanitarian non-profit organization providing medical and health education services to people in need, including refugees and displaced persons, in disaster and underserved regions. The organization is composed of medical and public health professionals of diverse backgrounds.

MedGlobal Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to MedGlobal employees, volunteers, interns, consultants, and contractors to guide their practice and conduct. The Code is organized into categories, as follows:

• Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.

• Provide a positive and valued experience for those receiving service within and outside MedGlobal.

Child abuse in all forms is unacceptable to MedGlobal, which recognizes its responsibility to protect children from harm in all areas of its work. MedGlobal is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

MedGlobal provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. MedGlobal employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.