مطلوب مساعد/ة اداري وموارد بشرية للعمل لدى منظمة دولية

Human Resources and Administrative Assistant

Closing date: 04 Oct 2017
TERMS OF REFERENCE

Individual Contractor Agreement

Title: Human Resources and Administrative Assistant

Duty station: Jordan, Amman

Section/Unit: Operations

Duration: Oct 2017 – 31 December 2017

Supervisor: Head of Finance and Administration (HOFA)

1. General Background of Project / Assignment

The Bremen Overseas Research and Development Association (BORDA) was founded in 1977 by planners, engineers, business people and social scientists as a civil society expert organisation. Collaborating worldwide with more than one hundred organisations, we are committed to making the transition towards liveable and inclusive cities which give disadvantaged urban populations access to essential public services such as energy, sanitation, waste management and water. We are active in 25 countries in Latin America, Central and West Asia, South and South-East Asia, and Africa. We support holistic approaches on policy formulation, participative urban planning processes and infrastructure development. In this respect we design and implement innovative system packages together with our partners, foster capacity development at the local, national and international level, and facilitate dialogue between civil society organisations, communities, government entities, the private sector, scientific institutions, and international organisations.

. 2. Purpose and Scope of Assignment

BORDA requires a Human Resources and Administrative Assistant (HRAA) to oversee and manage all BORDA operations and programme Human Resources and Administrative (HRA) needs, including leading implementation of BORDA operations, strategies and systems in both the BORDA office in Amman and regional offices.

· Developing and implementing relevant human resources and administrative policies, procedures, and practices.

· In close cooperation with the BORDA operations team ensure HRA transparency and implementation of best practice is implemented.

Ensure full compliance of HRA processes and HRA records with BORDA rules, regulations, policies, and procedures are agreed with any and all implementing partners, stakeholders and donors.
Ensure compliance of HRA processes of the Government of Jordan rules, procedures, policies and law.
Report to supervisor on any aspects of HRA management that requires improvement or identified to have gaps.
Maintain oversight of all HRA deadlines.
Update contact lists including BORDA partner and other important contact numbers and check for omissions or data entry problems.
Prepare the monthly payroll for all staff members with due regard to appropriate attendance of staff members’ for salaries/benefits processing.
Maintain the proper filing system for project HRA records and documents, to make sure easy access to the documents when required.
Prepare and submit reports on the closure of all HRA aspects for any Workshop, training, event or other activity involving BORDA staff or project stakeholders.
· Other HRA and operations tasks, as determined by the BORDA Country Programme Manager and Head of HRA and Admin

Ensure the HR management system is properly functioning and advise the senior management for the timely actions as focusing on the achievement of the following results:

Provide accurate HRA services as required.
· Daily updating of the attendance and leave files and weekly or monthly reconciliation or as requested by the HOFA.

· Assist staff in submitting travel requests and travel claims.

· Assist staff with extending or obtaining visas.

· Maintain attendance sheets and leave records

· Manage event organisation, including workshops, etc.

· Follow up and inform travelers about date/time of his/her travel.

Receive and screen incoming mails, calls and guests.
· Facilitate in meetings, taking minutes, meeting room availability etc.

Provide guidance to staff with respect to administrative procedures.
Update staff list regularly and leave plan coordination.
All Public information materials and giveaways are distributed in well-organized way and timely manner, and any BORDA distribution list is up to date.
Disseminate BORDA rules and regulations pertaining to all admin procedures and practices to BORDA staff.
Receive and escort visitors, guests, and representatives whilst following protocol and security procedures.
Ensure staff and visitor regional visits are well coordinated.
Revised and updated training curriculum, training approach and methods and training tools including Training Need Assessment tool(TNA)
· Review and update the Job Descriptions when necessary

· Other HRA and operations tasks, as determined by the HOFA.

3. Document management of the Unit:

· Check all current files and file all related documents together in a consistent and clear manner.

· Label, index and maintain files.

· Create, maintain and file document templates as required.

· File information circulars, polices and related documents in clearly marked folders.

· File and maintain attendance record for all staff.

· Archive all non current operations documents.

· Prepare staff files and ensure all documentation is accurate and complete.

· Write BORDA Team meeting minutes on and share it on BORDA share drive.

· Ensure that all internal, external and official correspondence and material can be easily traced and accessed.

· Ensure all documents are archived in timely manner.

· Ensure the templates and documents list is up to date and in order.

· Track staff movement and enhance record-keeping, internal controls, and compliance with legal, labour and immigration requirements

· Coordinate the organization of in-house and external meetings and training activities

· Contribute to Audit activities as required.

The HRAA will be part of the senior BORDA operations team in Jordan and will participate in all activities as requested by the Programme Management Unit (PMU).

4. Monitoring and Progress Controls:

Within six months, it is expected that at minimum the following outputs will be achieved by the HRA:

· HRA, procedures, regulations, etc. are fully functional and implemented.

· Revise and update the human resources management policy, continue to establish a personnel / Human Resource (HR) department and continue the development of a comprehensive HR Manual. Training sessions on staff travel expense claim designed and delivered.

· All staff files are complete and all required templates to do so are fit for purpose and available.

· Optimised communication, coordination, and synergy between HRA and other sections, ensuring that roles and responsibilities are clearly understood and followed.

· Improvement in all critical aspects of BORDA’s HRAs, including but not limited to, strengthened management of operations and HRA teams, team-building, and promotion of leadership and initiative among all BORDA HRA, operations, and project staff.

· Effective integration of the HRA team and function as part of the management team in BORDA Jordan, and engage (as needed) with other BORDA offices.

5. Qualifications and Experience

· Experience: A minimum of 5-7 years of progressively responsible experience in HRA and HRA management, preferably with international non-governmental organisations (iNGO’s) or the UN.

· Working knowledge of working in an HRA role within the contexts of relevant Jordanian laws and regulation and the rigours of iNGO HRA.

· Education: A minimum of a bachelor degree in related fields is required, higher level qualifications and or professional training in the relevant field will assist greatly.

6. Key Competencies:

· Demonstrated management skills and experience working with multi- national and multi-disciplinary staff teams.

· Demonstrated experience in building and implementing HRA policies, procedures, regulations, etc. as well as organisational strengthening and improvement.

· Proven track record of success facilitating progressive organisational change and development within a growing organisation

· Proven ability to maintain strategic focus while supervising a large and complex operation.

· Self-reliant, good problem solver, and results oriented.

· Entrepreneurial team player that takes initiative and can multitask.

· Energetic, flexible, collaborative, and proactive; a team leader who can positively and productively impact strategic, tactical and administration initiatives.

· Excellent judgment and creative problem solving skills including negotiation and conflict resolution skills

· Excellent verbal and written communication skills, including public speaking experience.

· Proven interpersonal and intercultural skills, including flexibility and sensitivity.

Language: Fluency in oral and written English and Arabic is required. Knowledge of German is an advantage.

HOW TO APPLY:
Send your Curriculum Vitae and cover letter to [email protected] by Oct. 4th, 2017

Recruitment starts immediately upon publication of this call for application and placements may be filled before the indicated application deadline. Therefore, we encourage you to submit your application early. Only short-listed applicants will be contacted.