Capital Senior HR/ Admin Officer

Capital Senior HR/ Admin Officer (Amman Base)

Job Purpose

The Capital Admin/HR Senior Officer is responsible for Acted Administration and Human resources (Staff Management, Recruitment, Compensation & benefits and training in the capital office, etc.).

Duties and Responsibilities

1. Human Resources Management:

1.1 National Staff:

• Management of staff in Capital office & Acted bases in country level.
• Management of public holidays & keeping all bases/staff (national/international) informed.
• Manage the implementation of HOMERE, report errors to HQ focal point.
• Follow up and Check attendance sheets for staff to prepare monthly salary report (TITANIC).
• Check Contract issuing for new joiners.
• Ensure all staff (National & international) have comprehensive TORs.
• Follow up/ Manage monthly briefing schedules for new joiners.
• Follow up of staff appraisals forms with relevant department managers.
• Management of Award and disciplinary actions to staff as per Acted HR Manual & after approval of Country Director.
• Management/ follow up of staff leaves – supervise his/her team to provide necessary forms for staff when needed.
• Follow up Acted HR standard templates in line with Acted HR manual/ internal regulations.
• Follow up on health insurance issues with area offices and insurance provider.

1.2 International Staff

• Management of international staff issues with direct contact with HQ Paris.
• Manage and ensure each new international staff filed & submitted “Settle in at Acted Form” in the first days of arrival.
• Follow up on international staff appraisal forms with area coordinators and country director.
• Manage all international staff’s records, passport and visas, contracts, boarding pass and tickets for administrative & security reasons.

2. TITANIC (Payroll)

• Review and update National staff grade, salary & positions in accordance with country approved salary grid
• Prepare monthly payroll report TITANIC for national staff and review it with Country HR Manager
• Manage international staff presence table and Paid leave follow up table, and make sure it’s sent to HQ on monthly bases.
• Support HQ HR on provision of required documents linked with international staff (upon request)
• Validation of all overtime calculation for staff in capital and area offices.
• Review and validation of staff attendance sheets.
• Validation of HOMERE database updates and follow up.

3. Recruitment

• Prepare vacancy announcements for national staff.
• Cross check with Finance to ensure budget is available for new recruitments
• Ensure TORs are prepared by Hiring managers prior to release of the vacancy announcements.
• Prepare a comprehensive/ clear longlist of successful candidates and send to hiring manager.
• Validate shortlists prepared by hiring managers
• Ensue HR Assistant collect all necessary documents of applicants as indicated in Acted HR Manual.
• Ensure and check successful candidates “Reference check”.

4. Administrative Management:

• Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
• train and supervise lower-level clerical staff to be led by admin Assistant.
• Follow & Prepare letters/documents to solve all Acted requirement with governmental offices and NGOs in capital level.
• Follow up of Legal-related issues, in coordination with Country Admin/HR Manager and legal counsellor.
• Ensure compliance of Acted to legal requirements of the Capital, and closely follow up with the field level.

5- Capacity Building

5.1Internal Training:

• Conduct review and survey of staff performance with direct contact of line managers to identify requirement/ need for training.
• Organize regular training for staff based on requirements, confirmation of line managers and approval of country Director.

5.2 External Training:

· Search various sources to introduce staff for short term courses & training.

· Ensure “External Training Request Form” is filled by relevant staff, cost determined. and finance validated the available budget cost prior to present CD’s approval.

· Organize regular training for staff based on requirement, confirmation of line managers and approval of Country Director.

Or any Other relevant tasks would be requested from supervisor of the role.

Key Performance Indicators

• % success rate of inductions and orientation
• % of finalizing the payroll sheets in a timely manner.
• % of validation the area HR reports submitted to capital area.
• % success rate of recruitments
• %Number of internal and external trainings

*Acted's proposed monthly salary: 1405JOD's

Skills

QUALIFICATIONS:

• Bachelor’s degree in HR Managements, Business Administration, or another related field.
• At least 5 years HR experience.
• At least 3 years of HR experience in INGOs filed.
• Fluency in English and Arabic.
• HOMERE experience is a plus.
• Excellent writing and communication skills.
• Ability to work under pressure in a high pace environment.
• Good organisational and prioritisation skills.
• Proficiency in Microsoft Office, Microsoft Excel, and Publisher.
• Strong interpersonal skills
• Strong analytical skills

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