HR & Admin Coordinator

Job Responsibility 1

Recruitment

% of time: 25%

To ensure that Syrian Unit/CO is provided with appropriate numbers of adequately qualified and competent staff: Including, but not limited to:

Sub Tasks

Coordinating a participative recruitment process that results in the accurate selection of competent staff at the CARE SYRIA Country Office through:

• Receiving RRF from the hiring manager, Review and check the JD
• Sourcing and attracting candidates by using Local recruitment sites, databases, and social media.
• Screen candidate’s resumes and job applications
• Conduct interviews using various reliable recruiting and selection tools/methods to filter candidates within the schedule
• Provide analytical and well-documented recruiting reports to the rest of the team
• Act as a point of contact and build influential candidate relationships during the selection process
• Promote the company’s reputation as “best place to work”
• Ensuring that new staff are fully aware of the expectations of their role and are provided with the support, training, and information that they need to function effectively
• Ensuring that all aspects of recruitment and contracting are fully compliant legally and in accordance with best practices in HR (review and check personal documents , prepare offer / contract based on salary scale and calculation sheet)
• Ensuring that all activities are carried out in a way that promotes gender equity & diversity and equal opportunities
• Support Regional Team in circulating job posting and advertising (when requested)

Job Responsibility 2

Administration roles

% of time: 20%

• Create a working atmosphere and build team spirit that encourages competent and accountable administrative staff to effectively provide support services in all departments.
• Arrange for the new employee to receive a comprehensive orientation to CARE.
• Coordinate between the hiring manager and finance team on the People soft access form
• Follow up with finance Amman team and HR service center for new Staff ID numbers.
• Follow up with HR service center for International staff Info ( Offer, ID , Annual leaves, etc)
• Tracking national & internal leave records, share on monthly basis leave trackers with finance.
• Provide oversight for staff records, ensuring completeness of each individual staff record including JDs, contracts, performance information, appraisals, and others.
• Ensure Time-Entry is conducted in a timely fashion by all staff
• Managing exiting staff sensitively and ethically, aiming to bring about positive outcomes for them and for their remaining colleagues
• Proper filing
• Act as a focal point for staff health insurance and Social security.
• Prepare, and follow-up on the implementation of policies and procedures necessary to regulate

and control mission wide administration, property and vehicles;

• Regularly review HR & administration policies and procedures and advice on required amendments, additions, and deletions;

• Train/orient existing/new employees on HR & administration policies and procedures whenever required;

• Develop and support the HR & administrative staff in maintaining and updating filing systems;

• Support administrative staff in handing visitors arrival (pre arrival documents and arrangement, accommodation, airport pick up, visitors welcome package, etc.);

• Encourage formal and informal program support discussions with program and field office

• administration staff to develop open communications, improve services and increase confidence in the administrative team.
• Follow up and by the focal point for all hosting agreements in the office and update the tracker accordingly.

• Handed CARE badges and follow-up on renewal.
• Prepare monthly payroll along with reconciliation sheet and related support documents to finance team.
• Prepare staff proof letters , bank commitment letters, Salary slips.

Job Responsibility 3

Employee & manager support

% of time: 20%

• Provide professional advice and support to the Head of HR CARE SYRIA on all HR procedures and processes, ensuring consistency with CAREs NES policies and procedures.
• Ensure that staff are given an opportunity to make their collective views known to management.
• Develop good networks with Human Resources functions within CARE and with other INGOs,
• Ensure HR issues are addressed and prioritized with head of program support and head of HR CARE SYRIA.
• Provide management with sound and effective advice on all staff issues.
• Ensure awareness through induction processes and training of all staff on knowledge of CARE, Codes of Conduct, GED and sexual exploitation issues.
• Arrange for psychosocial support as possible and appropriate for staff.
• Review and grade new job descriptions as required by different teams.
• Ensure Staff probation period are checked on time, follow up on Staff end of contracts.
• Ensure that HR policies, procedures, and notices are uploaded in SharePoint.

Job Responsibility 4

Facility Management

% of time: 15%

• Coordinate Amman based lease agreements and ensure that they are all up to date;

• Ensure all repairs and maintenance of the guest houses and offices and liaison with

• respective landlords and ensure timely payment of rent and utility bills.

• Ensure that all staff housing and office premises meet the required health and safety

• standards to live and work in;

• Ensure optimal use of available space at CARE temporary guesthouses to minimize accommodation

• costs to staff/visitors/consultants while in transit;

• In coordination with the Safety & Security focal point to ensure CARE offices and guesthouses have adequate safety.

• Ensuring that vendors, employees and consultants are vetted in Bridger before
• submitting vendor form for approval.
• Ensure that all buildings used for office and residency purposes have all required documents;

• Ensure that service contracts are valid and renewed timely;

• Ensure full compliance with regulations related to government like vocational license etc.

Job Responsibility 5

Learning and Development

% of time: 10%

• Provide support and advice on performance development plans and career advice.
• Ensure that staff and managers have the knowledge and abilities to carry out their performance management roles
• Ensure that performance management activities are completed on schedule, and regular one-to-ones between staff and managers are taking place across the program.
• Participate in forums relating to Human Resources and feedback to management.
• Ensure staff are aware of their entitlements and of the policies and procedures that govern the administration of these entitlements

Job Responsibility 6

Risk Management and Legal Compliance

% of time: 5%

• Ensure that CARE is aware of, and abides by local law and regulations, including the Labor Law; Social Security; Insurance; Tax, etc.
• Supporting the development of a HR Handbook for CARE Syria and implementing HR policies and procedures, including updating the staff handbook, in compliance with the country labour laws
• Ensure managers are aware of and comply with CARE policies and Jordan legal requirements in all disciplinary or contract termination cases.
• Ensure that HR is complying with the Internal/External HR Audit Framework by proactive involvement in the Pre-Internal Audit Work, and act as a focal point for any HR Audit requests.
• key relationship with CARE’s legal advisor for legal support and assistance concerning CARE’s and the employees labour rights, and updating CARE’s HR Manual according to the applicable labour laws

Job Responsibility 7

Perform other duties and/or tasks assigned by the direct supervisor.

% of time: 5%

Problem Solving

Level 2

What has to be done is known, but how to do it is not defined. The incumbent must use interpolative skills to pick and choose the right strategy to address a given problem

Qualifications (Know How)

Required:

Desired:

Experience / Technical Skills

Number of months / years of previous professional experience in a similar position. Example: Languages; planning; budgeting; word-processing; basic accounting; advanced written communications; presentation; fundraising; training/facilitation, etc.

Required:

Desired:

Competencies

Given the responsibilities and level of accountability of the position, please list the performance competencies in order of importance. These will be used both for recruitment and performance management. Must choose a minimum of four competencies

Freedom to Act / Impact

PRIME

Takes full and total responsibility

Safety And Security

I commit to the following:

I will remain aware of and comply with instructions designed to protect my health, welfare, and safety. I will always consider the safety of CARE INTERNATIONAL personnel in operational decisions.

I will follow the set safety and security regulations/procedures for the area of operation.

I will bear responsibility for my own safety and security while under contract.

Safeguarding

I commit to the following:

I have read and understood CAREs Safeguarding Policy, Code of Conduct, CI Policy on Fraud and Corruption.

I agree to abide by all the terms of these policies, which form an integral part of the conditions of my employment with CARE.

I acknowledge that failure to abide by the terms of these policies may result in disciplinary action and termination of my employment contract.

I also acknowledge that, depending on the role or function I discharge, I may be requested to comply with the terms of additional policies, guidelines, and related instruments, as and when necessary.