HR and Office Manager

Position: HR and Office Manager

Level of Effort: LTTA – Long Term Technical Assistance

Base of Operations: Field Office, Amman

Position Reports To: Director of Finance and Operations

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 manage all of the day-to-day aspects of human resources and office management; lead the implementation of HR/admin 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

• Responsible for the whole cycle of recruitment process from advertising the open positions; evaluation / short listing of applicants; scheduling/planning interviews and testing, if needed; submission of pre-employment documents and references; coordinating with the DAI-HR contractor for EBD verification; coordinating with home office and assists in packaging documents for submission to USAID;
• Arranges/coordinates (with IT, finance and procurement) the orientation of new staff ensuring all DAI policies are covered i.e. HR, financial, administrative policies and procedures, procurement, record-keeping procedures, IT and security, equipment, and business ethics, etc.
• Coordinates with IT Manager in requesting IT equipment, email addresses and Oracle IDs set-up of new staff to home office;
• Coordinates submissions of performance management plans, and probationary and annual performance reviews of staff;
• Processes resignations or end-of-contracts terminations; contract renewals or modifications, and any staff disciplinary actions in compliance with USAID rules and regulations, DAI policies and local labor laws;
• Manages all personnel and HR records, both manual and electronic, in 201 files, TAMIS and SharePoint, ensuring all are reconciled;
• Assists in updating the Personnel Section of the Field Operations Manual (FOM);
• Works with technical teams to fill surge capacity technical needs in developing Scopes of Works;
• Monitors leave applications, ensuring staff whereabouts are tracked regularly, including uploading leave balances in TAMIS;
• Ensures that the project record map (personnel section) is followed.

Office Management

• Responsible for the day-to-day aspects of office management i.e. facilities maintenance, cleanliness and orderliness, supplies inventory/stock are replenished as needed, and periodic maintenance of air conditioner and other equipment.
• Manages travel requests and logistics support to all team members
• Oversees project drivers and travel schedules
• Coordinates with Procurement Team on new office equipment ensuring inventory records are updated as appropriate
• Coordinates with IT team on provision/assignment of computer laptops to new staff.
• Assists in updating the administrative policies and procedures in the FOM, as well as providing a hard copy binder of operations, policies, and procedures instructions to staff.
• Works with the management and technical teams regarding organizing project events, meetings, and workshops.
• Manages petty cash fund, ensuring petty cash policies and procedures are complied with, and fund is replenished timely.
• Works directly with Director of Finance and Operations on special projects including performing periodic audits and spot checks to monitor compliance.
• Maintain operational records and filing systems in accordance with Project Record Map;
• Provide daily administrative support to the COP, DCOP and Director of Finance and Operations.

Qualifications:

• A Bachelors’ degree or equivalent qualification in finance, business administration, public administration, economics, or a similar discipline required
• 8-10 years of relevant experience working on donor-funded projects in a related role with supervisory experience. USAID experience preferred.
• Working knowledge of USAID operations, policies, and procedures, FAR regulations, and DAI operations policies and procedures (e.g. procurement, local subcontract agreements, etc.) preferred.
• Demonstrated ability to work in dynamic environments and achieve development outcomes.
• Strong communication, management, and teamwork skills.
• Ability to understand and apply best practices in office management
• Ability to perform high-level duties with minimal supervision
• An extremely well-organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Strong English writing and speaking skills required.
• Strong interpersonal skills with the ability to engage with a wide range of organizations, beneficiaries, and related parties.

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