HR & Admin Officer-National Position

Overarching responsibilities “Main goals”

The HR & Admin officer will be supporting the HR OP in conducing day to day tasks as assigned, will play an administrative role in Tdh regional office.

Specific Responsibilities/Context of “tasks”

More specifically he/she has the following responsibilities:

RECRUITMENT

• Support in recruiting and hiring a competent workforce.
• Update the recruitment tracker, share it with the HROP & RD on weekly basis.
• Involved in recruitment process by positing job ads and managing the recruitment process as per the HR practices.
• Draft staff work contracts for the RD validation and signature.
• Assist in the new arrival’s smooth integration and organization of orientations in liaison with the staff line managers.

PERSONEL MANAGEMENT

• Maintain the national staff database including monthly payroll, ensure its validation by the HROP.
• Monthly follow up of staff mandatory contributions & deductions i.e. income tax and social security payment with finance and send declarations to the relevant authorities in compliance with the country legal framework.
• Manage the contact with the labor and other relevant authorities in Jordan (as applicable) for employee reports and declarations.
• Support the process of obtaining, renewing, and cancelling work permits and residence for all expatriate staff in the regional office, including keeping a tracker of expiry dates and liaising with staff in advance for needed steps.
• Assist in the selection of health insurance coverage and be the focal point with the service provider for staff inquires.
• Update the RO staff leaves regularly and ensure the balances are tracked in database accurately. Communicate the employees leave balance on monthly basis to plan it.
• Maintain employee records and ensure all information are well archived (contract, Job description, internal regulations, code of conduct, leaves, timesheets) ready for internal & external audits, implement monthly controls on staff records.
• Carry out the end of employment formalities as per the internal polices and prevailing existing law, ensure the process coordinated with the other departments for staff clearances and final settlement.
• Managing the personnel files of RO national staff as per standard Checklist.
• Support the HROP in following up a checklist of HR fundamentals that need to be in place in each delegation.
• Follow all requests and processes in relation to Social Security and Tax for regional office expatriate staff and RO national staff, in coordination with HROP & Regional Director.
• Follow up on all regional staff time sheets.
• Be aware and able to assist in explaining the Human Resources SoP’s, polices, practices for the delegation on any topic associated with employee relations and employee rights.
• Participating actively in organizing the onboarding and inductions of new joiners at regional office.

ADMNISTRATIVE MANAGMENT

• Ensure updated registration is maintained for the Regional Office (Non-Operating Foreign Company) in accordance with Jordanian laws.
• Liaise with the legal advisor and external authorities for legal consultations for Admin & HR matters.
• Provide administrative support for Tdh regional workshops and trainings held in Jordan.
• Lead on getting visas for transiting staff within the region when requested and any visitor to RO.
• Coordinate and support the logistics for accommodation and transportation for visitors to RO.
• Support with all expatriates working in MENA region onboarding, ticketing, offboarding, visa coordination and MENA portfolio delegation visits.
• Facilitate administrative processes for RO work equipment and stationery.
• Ensure Regional Office premises are clean and tidy.

Perform any other tasks as requested by the line manager.

Skills

This function requires possession of fundamental personal, social and leadership skills (CPSLs), technical and methodological skills (CTMs) In particular:

• Strong organization and interpersonal skills
• Ability to work under pressure.
• Excellent knowledge in the human resources field
• Solution oriented and strong negotiation skills
• Multi tasks and good time management
• Flexibility to adopt and change priorities

Required conditions

1.Training/Qualifications

Bachelor’s degree in human resources or Business Administration

2.Experience

Minimum of 3 year of professional experience in a similar position

3. Languages

Excellent Arabic & English

4. know-how

Advanced skills in MS Office, HR software will be an added advantage

Recruitment process will be conducted on rolling basis until the positions are filled.