HR& Admin Officer

General Responsibilities (Overall purpose)

Under the direct management of the Human Resources & Admin Manager, the Human Resources & Admin Officer supports the human resources and administrative activities of Tdh in Jordan , and ensures its compliance with the country legal framework and regulations, TDH internal procedures, legal requirements and donor guidelines.

General Principles

The incumbent commits to observe discretion on any information related to the organization functioning. She/he will conduct her/his duties in respect of the Charter of Terre des hommes (Tdh) and Tdh Safeguarding Policy. She/he commits to ensure high level of children participation and will always work in the best interest of the child.

Tdh intervenes without any affiliation for politics, religion or financial profit. The incumbent will direct her/his activities and engagements without preoccupation of political, racial or religious affiliation.

Specific Responsibilities / Context (Tasks)

RECRUITMENT

• Support in recruiting and hiring a competent workforce.
• Update the MCD recruitment tracker for Jordan, share it with the HR Manager (‘HRM’) and MCDsenior management on weekly basis.
• Involved in recruitment process by positing job ads and managing the recruitment process as per the HR practices.
• Chairs any employee selection committees or meetings for the middle and lower positions as delegated by the HRM.
• Draft staff work contracts for the HRM’s validation and signature.
• Assist in the new arrival’s smooth integration and organization of orientations in liaison with the staff line managers.
• Assist the HRM in searching and update the best sourcing methods to attract qualified candidates for the open vacancies.

PERSONELL MANAGEMENT

• Maintain the MenaLite database including monthly payroll calculation report, ensure its validation by the HRM.
• Monthly follow up of staff income tax and social insurance payment with finance, and send declarations to the relevant authorities in compliance with the country legal framework.
• Manage the contact with the labor and insurance office in Jordan for employee reports and declarations.
• Support the process of obtaining, renewing and cancelling work permits and residence for all expatriate staff in the Jordan Office and 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 company for staff inquires.
• Update the staff leaves regularly and ensure the balances are tracked in MenaLite accurately. Communicate the employees leave balance on monthly basis to line managers to plan it with their teams.
• 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 country existing law, ensure the process coordinated with the other departments for staff clearances and final settlement.

STAFF PERFORMANCE & CAPACITY BUILDING

• Assist the HRM in the Mid-Term & Annual Appraisal campaign for all delegation staff, fill the appraisals follow up tool and share it with the HRM.
• Alert direct line managers to ensure all new staff’s probation process is conducted.
• Participate with the HRM in the implementation and status update of the annual delegation employees training plan, including an in-house employee training system that fits with the delegation needs, new employee integration or orientation, management development, optimization of cross-training, the measurement of training impact.

REGIONAL OFFICE SUPPORT

• Provide administrative support to the expatriate staff in the Tdh regional office for identification and contracting of housing on arrival
• Facilitate requests from the regional office for stationery, work space equipment, transportation/travel and meetings/workshops within Jordan through PSRs, PWARs and supporting documentation as needed
• Coordinate with regional office staff for the maintenance of updated time sheets
• Follow all requests and processes in relation to Social Security and Tax for regional office expatriate staff, in coordination with HRM and Country Representative.
• Ensure updated documentation is maintained for the Regional Office (Non-Operating Foreign Company) in accordance with Jordanian laws

WORK ENVIROMENT

• 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.
• Actively involved with the HRM to establish a positive employer-employee relationship and assist to promote a high level of employee morale and motivation.
• Participate in conducting investigations, when concerns brought forth by employees, through the complaints mechanisms as delegated by the HRM.

Audit, Compliance & Internal Control

• Prepare the requirements of the annual, donor, governmental audits through ensuring all HR requirements met and supporting documents available for verifications.
• Respect and see to the enforcement of the delegation’s own regulations for HR & administrative processes
• Know and comply with policies on security, child protection and fraud prevention within the finance department.

Perform any other tasks as maybe be requested by the line manager.

Security

• Comply with Tdh Security Regulations;
• Inform and share any incident or information related to the security of staff and beneficiaries with the Country Representative.

Safeguarding Policy

• Commit to respect the Tdh Safeguarding Policy and principles of child protection;
• Commit to ensure the best implementation possible of the Safeguarding Policy in Egypt;
• Commit to inform Child Safeguarding Focal Point and to deal with any cases, allegations, or possibility of transgression, even potential, of the Safeguarding Policy.

Other

• Undertake all other duties that may be requested by the Country Representative and that are compatible with the job.

Competencies

This role requires a mastery of Personal, Social and Leadership Competencies (PSLC), Technical and Methodological Competencies (TMC) and Management and Strategic Competencies (MSC)

1. Shows integrity and ethical values during activities
2. Manages stress and emotions
3. Masters the tools and applications, both general and activity-specific (computing, technology)
4. Reports any incident, suspicion or violation of such policies
5. Knows and respects the rules and processes of the different domains concerning one’s activities

As well as the following specific “professional” competencies:

1. Strong organization and interpersonal skills
2. Ability to work under pressure
3. Excellent knowledge in the human resources field
4. Solution oriented and strong negotiation skills
5. Multi tasks and good time management

Requirements for the position

Education / Qualifications

Bachelor’s degree in human resources or Business Administration

Experience

3 Years to 5 years of Experience in Human Resources, preferred in NGO environment.

Languages

IT Knowledges

English

Advance in Office , HR software