MISSION AND OBJECTIVES:

The Liaison Supervisor is in charge of expatriates’ administrative follow-up and associated processes according to SI procedures and the local legislation. S/he is responsible at mission level for organization of arrival and departure, contract, leave, and benefits follow up, as well as legal requirements (visa/residency/work permit) for all mission expatriates.

S/he follows up on all international and internal movements in the Mission in collaboration with Logistics department and participates to ensure proper conditions for expatriates by informing / liaising with all relevant people/departments.

Under the supervision of the HR coordinator, the Liaison Supervisor, will be required to:

EXPATRIATES ADMINISTRATIVE FOLLOW-UP

• Prepare monthly per diems for coordination team expatriates and their dependents according to SI procedure.
• Prepare break allowances for expatriates going on breaks according to their eligibility.
• Follow the break request of the expatriates, check the eligibility and relevance of days counting according to SI procedure.
• Track all leaves taken by expatriates on the mission, and to collect needed supporting documents for special case leaves; paternity, maternity, marriage, death of a relative... etc.
• Prepare per diems for visitors coming to coordination office.
• Ensure all expatriates leaving the mission sign SAFT prior to their departure by coordinating with different departments and bases and to communicate it to HQ by end of each month.
• Fill the monthly HR shuttle for expatriates on Syria mission, based on all supporting documents and report it to HQ in a timely manner.  
• Update the expatriates’ database for end of mission dates and expected contract extensions and reports to HR coordinator about any upcoming deadlines.
• Share with expatriates the contracts and amendments sent by the HQ, ensure the follow up on their signature and that they are sent back to the HQ and to ensure all expatriates are under contract during their presence in the field/mission.
• Prepare monthly cash forecast for all expenses of expatriate staff and their dependents at Amman level for HR Co review.
• Prepare MOUs for the housing benefits of expatriate staff based on their contracts for HR Co Validation..
• Liaise with other INGOs in Jordan to prepare sharing cost agreements for expatriate benefits based on SI benefits for HR Co Validation..
• Prepare payments for expatriate staff benefits; rent payments, school fees payments, reimbursements, for HR Coordinator validation with all needed support documents and share them with the finance team in a timely manner.
• Keep track of all payments for expatriate staff benefits, and updating expatriates’ benefits follow up tool on a regular basis.
• Facilitate expatriate staff’s salary advances in getting needed approvals from HR coordinator & HQ, and to report it to finance or admin teams.
• Update orientation matrix tool and induction files on owncloud, with HR coordinator supervision.
• Organise onboarding process for all expatriate new arrivals; prepare induction/briefing schedule upon start date with coordination team, HQ, and line manager.
• Brief all new expatriate arrivals on HR benefits and rules based on Syria mission expatriate guidelines, and share HR templates with arrival.
• Prepare mission SOP based on HQ policies to ensure all rules are well understood and followed and specific rules of the mission are formalized for HR Co Validation (expat guidelines, per diem payment modality etc)
• Act as liaison between headquarters and expats for administrative follow up (arrivals, departures, HR Shuttle, contract conditions- breaks/benefits)

EXPATRIATES MOVEMENTS MANAGEMENT AND COMMUNICATION

• Organise movements of all staff arrivals and departures for start of mission, end of mission, breaks, and field visits in link with HQ, line manager, bases and logistics teams.
• Organise end of mission process for all expatriates upon end of contract date with employee, coordination team, HQ, and line manager.
• Follow up on international flight tickets with HQ, including the direct booking of flight tickets.
• Organise field visit fight tickets.
• Share with the bases new arrivals documents (passport, educational certificates, CV)
• Provide Erbil base with cross border information to facilitate coordination team (expatriate & national) upcoming field visits.
• Cross check/regularize per diems for coordination team expatriates upon time spent in field visits.
• Applications for visas to KRI or Jordan based on nationality (expatriate & national staff).
• Inform HR Coordinator of all upcoming deadlines and communicate with concerned staff.

LINK WITH LOCAL AUTHORITIES / VISA / RESIDENCY / WORK PERMITS

• Prepare formal letters for authorizations and issuing and renewals of residency and work permit requests.
• Launch issuing and renewals of residency and work permit requests for expatriates to the lawyers’ office with all needed formal letters and translated documents based on the nationality of expatriate and duration of their contract
• Launch issuing and renewals of residency and work permit requests for expatriates’ dependents to the HR officer with all needed formal letters and translated documents based on nationality, in a timely manner.
• Keep a close follow up of expatriates’ residencies and work permits and their dependents residencies expiration dates, and update Expat’s legal status tool on a regular basis.
• Prepare payments for the lawyers’ office to cover fees of residency and work permits in Jordan.
• Request HR officer to extend visas for expatriates.
• Closely follow up with the lawyers’ office on residency and work permit active applications’ status and get regular updates to the HR coordinator and concerned staff.
• Coordinated with Lawyer to provide the necessary information to ensure compliance with national regulations with respect to administrative, logistics and expatriates HR management matters (e.g., registration, taxation and labour laws in reference to expatriate staff in Jordan).
• Ensure contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations in Jordan and inform HR Coordinator as needed.
• Facilitate change of legal representative for any new Country Director arriving

OTHER

• Participation in organization of team building activities for coordination team upon validation from HR coordinator.
• Act as the focal point with health insurance company in Amman to follow up on claims, payments, etc.
• Submit LINK requests for all HR coordination services to logistics team.
• Launch translation requests for all HR team needs from service provider.

ARCHIVING

Ensure proper archiving and filing according to SI standards and local legislation of both hard copies and soft copies for the following documents;

• Expatriates’ leave requests (break/rest days/ unpaid/ & other).
• Expatriate’s and their families residencies/ work permits/ visas.
• EOM expatriates SAFTs for all bases for Syria mission.
• Expatriates’ salary advances.
• MOUs with expatriates and cost sharing agreements with other INGOs for the benefits of expatriate staff.
• Miscellaneous payment records for expatriate staff.
• PFVFs for any requests submitted for HR team on LINK.
• Translated documents for HR team.
• Official SI letters for national and expatriate staff or to any other external entity.
• Amendments and contracts for expatriate staff in Syria mission (digital file, unless hardcopy is available).

Qualifications and requirments for the position:

• Bachelors degree in any field, or relevant professional experience in a similar position
• 2-4 years previous experience in administrative management in an INGO is mandatory
• Proficiency in English and Arabic is required
• Other HR experience would be an added advantage

We Offer:

• Monthly Salary: 1140 JOD
• Health Insurance: Comprehensive coverage including medical, dental, and optical and possibility to add up to 3 dependents.
• Access to online and in-person Mental Health sessions
• Leave Benefits: 24 Annual leave per year.
• Additional Benefits: Yearly Seniority Allowance and Monthly transportation allowance .

Due to the urgency in filling this position, we may start longlisting candidates before the application deadline. Therefore, If you meet the above requirements and are interested in joining our team, please submit your resume and a cover letter detailing your relevant experience and qualifications immediately.