SCOPE OF WORK

                                   Public Financial Management and Administration Activity (PFMA)

Project Background:

The Jordan Public Financial Management Activity (PFMA) aims to work in partnership with USAID/Jordan and the Government of Jordan (GOJ) to improve Jordan’s revenue system and enhance their budget management process. PFMA will build the capacity of the Jordanian Ministry of Finance and other government institutions to modernize the revenue collection system, encourage compliance—including making it easier for taxpayers to comply with tax obligations—upgrade public procurement management, and improve budget planning, preparation, and execution. Key objectives include: 1) improving the revenue-raising system; 2) streamlining the budget management process; 3) optimizing public expenditure management; and 4) implementing crosscutting Public Financial Management reforms such as interventions to address COVID-19. Through a combination of technical assistance, capacity building, and facilitation, tangible and measurable results are expected during the anticipated five-year duration of the activity.

Position Description:

The Human Resources and Office Manager will oversee the day-to-day aspects of human resources and office management; lead the implementation of HR and Administration policies and procedures, ensuring compliance therewith, and provision of operational/administrative support during project events, meetings, or workshops if needed.

Key Duties and Responsibilities

Human Resources Management:

• End-to-End Recruitment Oversight: Responsible for overseeing the complete recruitment process, which includes advertising open positions, evaluating and shortlisting candidates, arranging interviews and assessments when necessary, handling pre-employment documentation and references, collaborating with the DAI HQ HR for Employment Bio Date (EBD) verification, coordinating with the home office, and assisting in packaging documents for submission to USAID.
• Comprehensive New Staff Orientation: Organizes and coordinates new staff orientation in collaboration with IT, finance, and procurement teams.  Ensures that all DAI policies, including HR, financial, administrative, procurement, record-keeping procedures, IT and security, equipment, and business ethics, are thoroughly covered.
• IT Setup for New Staff: Collaborates with the IT Manager to facilitate the provisioning of IT equipment, email addresses, and Oracle IDs for new staff working in the home office.
• Performance Management Oversight: Coordinates the submission of performance management plans, probationary reviews, and annual performance reviews for staff members.
• Employment Lifecycle Management: Manages various aspects of the employment lifecycle, including processing resignations, end-of-contract terminations, contract renewals or modifications, and any disciplinary actions for staff, all in compliance with USAID regulations, DAI policies, and local labor laws.
• Efficient Record Management: Manages personnel and HR records, both in manual (hard copy) and electronic formats, including files in TAMIS, and SharePoint. Ensures the reconciliation of all records.
• Field Operations Manual Updates: Assists in updating the Personnel Section of the Field Operations Manual (FOM).
• Scopes of Work (SOW) Development: Collaborates with PFMA’s various teams to develop Scopes of Work to fulfill the project’s LTTA and STTA needs.
• Leave and Attendance Monitoring: Monitors leave applications and tracks staff whereabouts regularly, including updating leave balances in TAMIS.

Office Management:

• Comprehensive Office Administration: Responsible for the day-to-day office management, which includes maintaining facilities, ensuring cleanliness and orderliness, replenishing supplies as needed related to kitchen, stationary, supplies and toiletries, and scheduling periodic maintenance for equipment, including air conditioning systems.
• Efficient Travel Logistics: Manages travel requests and provides logistics support to all team members.
• Driver and Travel Schedule Oversight: Oversees the schedules and activities of project drivers.
• Equipment Procurement Coordination: Coordinates with the Procurement Team to acquire new office equipment, ensuring that inventory records are updated appropriately.
• IT Equipment Assignment: Collaborates with the IT Manager to assign computer laptops to new staff.
• Administrative Policies and Procedures Update: Assists in updating administrative policies and procedures in the FOM and provides staff with a hard copy binder containing operational instructions and policies.
• Petty Cash Fund Management: Manages the petty cash fund, ensuring compliance with policies and procedures and timely replenishment of the fund.
• Special Project Collaboration: Collaborates directly with the Director of Finance and Operations on special projects, including conducting periodic audits and spot checks to monitor compliance.
• Efficient Record Keeping: Maintains operational records and filing systems in alignment with the Project Record Map.
• Administrative Support: Provides daily administrative support to the Chief of Party (COP), Deputy Chief of Party (DCOP), and Director of Finance and Operations.
• Expatriate Affairs Management: Oversee the process of issuing/renewing expatriate home leases, residency and work permits, and related governmental affairs.

Qualifications:

• Bachelor’s degree is required.
• At least 10+ years of progressively responsible experience in Operations and Human Resources, Recruitment, Office Management, and other relevant areas.
• At least 5+ years of  experience in USAID Projects.
• Ability to understand and apply best practices in office management.
• Knowledge of local laws required; experience with USAID rules and regulations related to labor, personnel management, inventory management, and compliance.
• Ability to perform high-level duties with minimal supervision.
• An extremely well-organized and self-directed individual with reliable technical skills, analytical ability, good judgment, and strong operational focus.
• Excellent writing, speaking, and reading skills in English required.

Note: DAI Global reserves the right, at its sole discretion, to stop, cancel, or suspend the hiring procedure for any vacant position at any stage of the employment process without notice or obligation to DAI and/or to the candidates” to the SOW