Job Purpose:

The HR/Admin Assistant is responsible for preparing and following up on all matters related to administration and human resources concerning national and international staff as detailed below.

This position will be based in Amman with frequent visits to Acted office in Mafraq once a week.

Background :

Under direct supervision of HR/Admin Senior Officer, the HR/Admin Assistant will be responsible to ensure efficient and adequate office external communication, internal management, and update of ACTED directories.

Duties and Responsibilities-

1.Attendance Management :

Assume overall responsibility for leave management for both national and international staff, as below :

• Maintain proper records of employee attendance and leaves, singnture, scanning & filing on a monthly basis.
• Checks employee attendance and monitors leaves, tardiness, and absences
• Sharing breakdown with finance on a timely manner.
• Monitor, update, and share staff leave balances.
• Prepare and share attendance/exits with HQ focal point on a monthly basis for international staff.

2. Filing & Scanning:

·        Create personal folders for new staff on the day of their arrival.

• Collect the necessary documents for every staff member.
• Ensure proper filing of documents on the Cloud, maintaining coherence in the documents and naming them according to the communicated guidelines
• Ensure personnel files are kept up to date and deadlines respected following Acted standards and local law requirement.
• Organizes HR records and maintains strict employee confidentiality

·        Maintain Human Resource files and records to ensure consistent data accuracy.

• Assist in the internal and external audits by providing the compliance department with all necessary documents.

Ensure that all documents are returned by the compliance department.

3.International Staff:

• Share new employee breifing schedules and onboarding e-mail.
• Support in updating the expat sheet on regular basis (personal information, new arrivals, planned arrivals, and leaves, .. etc).
• Coordinate with lawyers to handle work permits and residencies, including collecting and translating documents, drafting letters & blood test.
• Track the visa process and ensure all visas are properly renewed, respecting the timeline.
• Follow up on the Ministry of Interior website for all needed requests.
• Follow up on reiburmenst for visa, blood tests .. etc.

4.Administration :

·        Preparing, sharing  & filing  of all administrative documents as per ACTED guide lines and manual including but not limited to: ( contact list, world directory, relative sheet and authorization table).

• Ensure, if needed, the due translation in proper English and Arabic languages of any HR and administrative document.
• Liaise with MoSD by following up on all needed documents and reports
• Ensure well-arranged office supplies, cleaning materials, and refreshments with proper timing.

5.Premises Management :

• Following up of all expiring rental contract dates and arrange renewal on timely manner.
• Participate in looking for new premises when needed office, guest houses.
• Arrange premises exit with owner and related department.
• Update sheets for GH occupancy with all related information.
• Ensure receive and handling guest houses keys upon staff arrival and departure.
• Follow up on all guest houses maintenance requests with concerned departments.
• Ensure smooth communication with employees and timely resolution to their queries.
• Submit and follow up on all premises receipt electricity, water and gas. 

General Responsibilities :

- Maintains employee confidence and protects operations by keeping human resource information confidential.

• Commit and comply with the organization gender, age and diversity principles & policies (working with people, communication).
• Support HR department functions in case of staff absence and gap filling.

Skills

QUALIFICATIONS:

• Bachelor’s degree in HR management, business management or a related field.
• At least 1 year work experience preferably an INGO experience.
• Knowledge of basic labor laws and employee equity regulations.
• Strong MS Office skills and the ability to use technology to collaborate across a global organization.
• Good understanding of Jordan legal and administrative environment
• good interpersonal, organizational, prioritizing and communication skills
• Capacity of work, able to overcome stress and work under pressure, with high degree of flexibility
• Professional, autonomous, organized, mature, self-motivated
• Knowledge of local cultures and ability to work in a multi-cultural environment.
• Ability to work in fast-paced environment and handle a high volume of requests in an effective and timely manner
• Sense of confidentiality
• Strong sense of personal integrity.
• Ability to administer and execute administrative processes and transactions.
• Ability to handle information of a confidential nature.
• Results driven, persistent - able to self-direct and work independently showing.