JOB DESCRIPTION
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Position in the Organization
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Type of function: Officer
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Job title: HR & Admin Officer
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Division: HR
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Employee’s first and last names XXX YYY
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Line Manager: MENA HR OP
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Functional Link:
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Local Manager: MENA HR OP
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Salary scale level: 3A
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Activity rate: 60% Part Time
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Supervises
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Line management (direct): N/A
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Functional link: N/A
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Local link (if different from the line management): N/A
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Workplace
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Amman, Jordan
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Overarching responsibilities “Main goals”
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The HR & Admin officer will be supporting the HR OP in conducing day to day tasks as assigned, will play an administrative role in the MENA regional office.
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Specific Responsibilities/Context of “tasks”
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More specifically he/she has the following responsibilities:
· Draft staff work contracts for the HoD validation and signature for national staff.
· Lead 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.
· Lead on getting visas for transiting staff within the region when requested and any visitor to RO.
· Support with coordination of accommodation and transportation for visitors to RO.
· Respect and see to the enforcement of the regional office's own regulations for HR & administrative processes.
· Act as the focal person for RO national staff regarding the health insurance.
· Managing leaves balances and requests of RO national staff and update the leaves tracker.
· Managing leaves balances of expatriate staff within the region.
· Managing the personal files of RO national staff.
· Manage recruitment administration of any new national position within RO.
· Follow up on expatriate contract requests within the countries and expatriates’ contracts end dates.
· Support with all expatriates working in MENA region onboarding, ticketing, offboarding, visa coordination and support with field visits coordination.
· Follow-up contracts dates and renewal of the expatriates working in the region, in liaison with the HQ admin/HR team in Lausanne.
· Contribute to HR data collection for monthly reporting
· Support the HROP in following up a checklist of HR fundamentals that need to be in place in each delegation.
· Support with the below other responsibilities when requested:
· Follow all requests and processes in relation to Social Security and Tax for regional office expatriate staff and RO national staff, in coordination with Head of Delegation/regional legal representative.
· Provide administrative support for Tdh regional workshops and trainings held in Jordan
· Ensure updated registration is maintained for the Regional Office (Non-Operating Foreign Company) in accordance with Jordanian laws
· Facilitate administrative processes for RO work equipment and stationary
· Follow up on all regional staff time sheets
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Skills
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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
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Required conditions
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Training/Qualifications
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Bachelor’s degree in human resources or Business Administration
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Experience
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Minimum of 3 year of professional experience in a similar position
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Languages
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Excellent Arabic & English
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IT know-how
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Advanced in Office, HR software
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The goals for the coming period are to be filled in on the assessment interview form with the line supervisor and in concert with the functional leaders.
General Code of of Conduct and Tdh’s Risk Management Policies
Commits to complying with the General Code of Conduct and systematically reports any breach of the Code through the Tdh warning procedure: raises the awareness within the Foundation on violence and abuse and the rights that derive from them regarding children, community members and our own employees.
Commits to complying with the Risk Management Policies, including: Safeguard policies (the policy of Safeguarding Children, the Policy of Protecting against Exploitation and Sexual Abuse, the Guideline on Abusive Behavior at Work), the Safety/Security Policy and Anti-Fraud/Corruption Policies and the Prevention of Funding Criminal Acivities.
Commits to reducing the risk of abuse by developing an open and informed culture of management within the organization and in our work with children and the communities where we work.
Tdh’s organizational values
Our organizational values guide us in our operational and strategic choices and are the foundation of all decisions made by us. Those five values are incorporated into each process connected to the staff. All collaborators are assessed according to the organization’s values.
PARTICIPATION AND EMPOWERMENT
We promote and enhance participation and empowerment.
We create the space for active participation and embrace inputs from others.
We are sensitive about others’ needs to influence.
We share and delegate power and responsibilities.
PARTNERSHIP AND COLLABORATION
We trust the capacities of our key actors as primary responders and agents of change. We build on their strengths and on their needs.
We champion co-creation and value complementarity.
We appreciate other points of view and seek collectively for pragmatic and innovative solutions.
We manifest humility, respect, fairness and see others as equal partners.
INNOVATION AND LEARNING
We promote a culture of innovation.
We value curiosity, welcome new initiatives, and foster creativity.
We embrace voluntary learning and are ready for trial and error.
We foster knowledge sharing, learning and strive for sustainability.
DIVERSITY AND INCLUSION
We celebrate Diversity and Inclusion of people.
We genuinely commit to diversity and inclusion and see it as a wealth in all our activities.
We understand the cultural contexts and value differences.
We are truly committed to an equal treatment.
LEADERSHIP AND EXCELLENCE
We thrive to offer our best, we think ahead, and are ready and willing to go the extra mile for the well-being of children.
We provide quality programming and support. We are accountable and transparent. We use power responsibly.
We position ourselves through our expertise and savoir-faire.
We advocate for the rights of children whenever possible and seek actively opportunities to do so.
This job description can be changed in compliance with the mission’s activities and evolution.
In signing, the employee acknowledges that he/she has read, understood and accepted this document.
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Place and date:
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Employee’s signature:
(Signed in two copies: one for the employee and one for the employer)
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