Regional HR Assistant

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria – more than half of the country’s population – are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon, Libya and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary:

The MENA Regional HR Assistant will join a regional HR team and an HR organization of 70+ country based HR practitioners whose mission is to ensure a strong HR foundation in support of high quality programs for IRC’s beneficiaries. Under the supervision of the Regional HR Coordinator, the HR Assistant will be responsible for the daily administrative and HR duties of IRC regional office in Amman. S/he will Perform administrative duties, such as maintaining employee database, providing input for Payroll and provide assistance to the different human resource activities of the MENA Regional Office. This will also involve keeping HR records, following up on employee benefits, assisting with the performance management system, and learning and development activities, in addition to arranging orientation sessions for new hires and handle other HR related tasks.

Responsibilities:

• Work directly under the supervision of the MENA Regional HR Coordinator in the execution of IRC’s Global HR Operating Policies and Procedures ensuring that all HR operations are carried out in accordance with these standards and take required actions to align IRC HR processes with the applicable labor law.

• Administration of all HR operations for regional staff in the IRC MENA Regional office, including but not limited to staff contracts and contract renewals, changes in status, exit management, and benefit entitlement follow-up with the Compensation and benefits unit.

• Regularly update personnel records filing system ensuring that information is filed in an orderly and timely manner.

• Oversee HR-related administrative duties and ensure compliance with existing legal and governmental reporting requirements. Ensure all legal obligations are fulfilled.

• Administer and support the implementation of changes or modifications to the HR systems and processes to ensure all staff data is reflected correctly

• Manage the leave management system and maintain proper records of staff annual leave balances.

• Provide payroll information by collecting time and attendance records and with collaboration to Compensation and Benefits Department.

• Support in preparation of HR Reports and data analysis.

• Ensure all onboarding documentation are complete in personnel files (Both electronic and hard copy), and ensure compliance with HR policies and processes, as well as follow up on contract signings.

• Handle the on-boarding process to welcome new and transferred employees ensuring that they have the tools and knowledge needed to perform their job properly and get engaged within the Organization.

• Support human resources processes by scheduling appointments for orientation sessions and training sessions for new hires.

• Provide required support in the yearly performance management cycle, which includes but not limited to arranging and sharing trainings calendar, track completion and collection of completed forms.

• Maintain records of all talent management initiatives and provide reports when needed.

• Handle exit management procedure to ensure seamless and positive transition for departing employees.

• Ensure smooth communication with staff and timely resolution to their queries.

• Support operations in liaising with Administration department on work permits and visas/residencies for international staff.

• Track and collect the timesheet for staff on a timely manner.

• Prepare official letters using the IRC templates, service certificate, employment letters., etc

• Always maintain confidentiality of all sensitive HR information.

• Serve as an ambassador and champion for the IRC Way: Standards for Professional Code of Conduct.

• Attend to other requests and projects as assigned by the Regional HR Coordinator

Required Experience and Qualification:

• At least 2 years of progressively responsible professional experience in a similar role

• Previous experience working with NGOS is preferred

• University studies in Human Resources, Business administration or related field.

Demonstrated Skills and Competencies:

• Must possess a highly collaborative, inclusive, consultative and resourceful work style

• Outstanding interpersonal, relationship management, presentation, verbal and written communication skills

• Ability to work within a highly matrixed and complex agency organizational structure and to adapt to shifting priorities

• Very strong proficiency in MS Word, Excel, and PowerPoint is required

• Validated ability to plan long-term, organize priorities and work under pressure

• Ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.

• Curiosity, a desire to continually learn and develop

Language/Travel:

• Excellent written and oral communication in both English and Arabic are required.

Key Working Relationships:

Position Reports to: Regional HR Coordinator

Position directly supervises: N/A

Indirect Reporting (If applicable): N/A

Key Internal Contacts: Regional HR Director, Regional Comp & Bens Coordinator, Regional Talent Acquisition Coordinator, all IRC MENA Regional Staff, Jordan In-country HR Team, and other in-country HR Teams.

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.