HR Assistant – AVH , Jerusalem– National position

Position type and closing date

Full-time position, National Position.

Location: Based in Jerusalem 

Reports to: HR Manager – LWF
                       Functional and Operational support to the Senior HR Officer as assigned

Supervising: Non

Closing date for applications: 6th of February 2026

Applicants are required to uphold the core values of our organization.

The Augusta Victoria Hospital (AVH) is a medical center of excellence that has been providing healthcare services and other health programs for about 70 years to Palestinians, including refugees from throughout the West Bank and Gaza. AVH, a program by the Lutheran World Federation, serves patients regardless of race, religion, ethnicity, age, gender, sexual orientation, or political conviction, without discrimination or favoritism; It is a modern tertiary care facility that serves the most disadvantaged patients from Gaza and the West Bank and has a special historic relationship with the United Nations Relief Works Agency (UNRWA) for Palestinian Refugees.

For additional information, please see www.lutheranworld.org/World Service

Terms of Reference

Main Outcome of the Role

The HR Assistant supports the Human Resources function at Augusta Victoria Hospital (AVH) by ensuring accurate HR operations, well-organized documentation, regulatory compliance, and effective coordination with departments, Finance, and management.

The role provides direct operational support to both the HR Manager and the Senior HR Officer, contributing to the consistent implementation of HR policies, procedures, systems, and internal controls. While the primary focus is AVH, the position may also support organization-wide HR-related tasks as assigned, in line with operational priorities.

Main Outputs of the Position

• Complete, accurate, and compliance-ready personnel files for all AVH staff

• HR records compliant with JCIA and ISO documentation standards

• Updated HR databases, attendance systems, and tracking tools

• Timely and validated HR data provided to Finance (attendance, leave, benefits)

• Proactive tracking and follow-up of staff licenses and certifications

• Properly prepared documentation for recruitment, onboarding, volunteers, and students

• Effective administrative and operational support to HR management

• Early identification and escalation of HR compliance gaps or risks

Scope of Work & Authority

• Primary assignment is AVH

• May support organization-wide HR-related tasks as assigned by the HR Manager or Senior HR Officer

• Requires flexibility, cooperation, initiative, and accountability in responding to operational needs

Key Responsibilities

1. HR Documentation, Filing & Personnel Records

• Maintain complete, accurate, and up-to-date personnel files (physical and electronic)

• Ensure proper filing of:

  • Employment contracts, amendments, and renewals

  • Job descriptions

  • Performance evaluations

  • Disciplinary records and official correspondence

  • Staff personal documents (IDs, certificates, licenses, permits)

  • Insurance-related documents (medical insurance, work injury, etc.)

• Ensure compliance with JCIA and ISO documentation requirements

• Maintain strict confidentiality and data protection standards

2. Recruitment, Onboarding & Staff Introduction

• Maintain complete recruitment documentation (job ads, interview records, evaluations, approvals)

• Prepare onboarding files and ensure completion of all required documentation

• Support staff induction sessions, orientations, and introductory workshops

• Follow up on missing onboarding requirements

3. Attendance, Fingerprint & Scheduling Control

• Monitor attendance systems and fingerprint records

• Follow up on missing or incomplete attendance data

• Ensure staff schedules and shifts are correctly entered and policy-compliant

• Track all leave types (annual, sick, holidays, unpaid, hourly, and other approved leaves)

• Flag irregularities or system issues to HR management

4. Licensing, Certification & Regulatory Tracking

• Maintain tracking systems for staff licenses and certifications

• Proactively follow up on licenses approaching expiration

• Verify, collect, and file renewed licenses and certificates

• Support preparation of documentation for license renewals and regulatory submissions

5. Performance Management & HR Correspondence

• Coordinate staff performance evaluations in line with timelines

• Ensure evaluations are documented and filed

• Draft HR-related correspondence as assigned (confirmations, reminders, notifications)

6. Volunteers, Students & Special Categories

• Prepare and maintain HR documentation for volunteers, interns, and students

• Ensure compliance with internal policies and applicable regulations

7. HR Rules, Regulations & Compliance Monitoring

• Support implementation of HR rules, regulations, and internal policies

• Monitor compliance and escalate deviations

• Support HR audits, inspections, accreditation visits, and reviews

8. Additional Duties

• Perform other HR-related tasks as assigned

• Support HR projects, system updates, workshops, audits, and peak workload periods

This job description may be revised based on operational needs and will serve as a basis for annual performance evaluation.

Qualifications & Selection Criteria

Education

• Bachelor’s degree in Human Resources, Business Administration, Management, or a related field

Experience

• 0–2 years of experience in HR administration or a similar role

Experience (Advantage)

• Experience in a hospital, healthcare institution, NGO, or complex operational environment

• HR exposure through internships, volunteering, or traineeships

• Experience with attendance systems, HR databases, or accreditation processes

Applicants must clearly describe HR-related exposure in their CV or cover letter.

Skills & Competencies

Technical Skills

• Strong HR documentation and filing skills

• Excellent attention to detail and data accuracy

• Very good command of MS Excel and MS Word

• Ability to work with HR and attendance/fingerprint systems

• Basic understanding of labor law and HR policies

Behavioral & Personal Competencies

• Highly organized, active, and detail-oriented

• Strong teamwork and cooperation skills

• Initiative-taking and proactive problem-solving

• High level of confidentiality and professional ethics

• Ability to work independently under pressure and meet deadlines

• Commitment to ethical values, human rights, and professional conduct

Communication & Language Skills

• Good written and verbal communication skills

• Ability to draft professional HR correspondence

• Proficiency in Arabic and English; Hebrew is an advantage

Incomplete applications will not be considered.

About the Lutheran World Federation

The Lutheran World Federation (LWF) is a global communion of 148 churches in 99 countries, representing 75.5 million Christians. LWF World Service operates in over 25 countries, including the Middle East.

The LWF Jerusalem Program has served Palestinians in Jerusalem, the West Bank, and Gaza since 1948 through humanitarian, health, and educational programs. LWF manages Augusta Victoria Hospital, two vocational training centers in Ramallah and East Jerusalem, and its central office on the Mount of Olives.