Country Human Resources Manager
Oxfam
Total years of experience :12 years, 3 Months
• Ensure administrative organization and an operating framework for HI projects in Jordan:
1- Responsible for the presentation, sharing and filing of administrative documents, accounting and financial documents, local partnerships, partner’s follow up, human resources, donor’s and projects documents.
• Ensure administrative management of human resources for the projects in Jordan:
1- Draft job advertisements for recruitments and pre-select candidates CVs.
2- Conduct the recruitment process for any staff.
3- Deliver administrative briefing and prepare induction plan for new staff.
4- Draft the employment contracts for national staff.
5- Implement the internal regulations based on the local law.
6- Realize and follow up the payments of salaries and allowances, health insurance and work accident insurance.
7- Follow up annual leaves, sick leaves.
• Ensure the management of financial resources for HI projects In Jordan
1- Cash flow management (manage cash box, support budget holders in the elaboration of the monthly cash forecast).
2- Consolidate the monthly cash forecast.
3- Supervise cash/bank transfers.
4- Validate the commitment of expenditure (supervise that all the related documents are duly signed, authorize the commitment of expenses in accordance with HI rules, the budget and the financial framework, and check the eligibility of expenditures).
5- Accountancy: bookkeeping (prepare payments, ensure GAP allocation and record entries in ledger books and software)
6- Prepare the monthly verification tables: cash flow table, cashbox control, bank reconciliation, ledger books, advances journal and payable and receivable journal, internal transfers.
7- Budget Management: draw and update the yearly budget for Jordan mission support costs.
8- Support the budget holders in the elaboration and reallocations of the project budgets.
9- Provide budget follow up for all Jordan and regional jobs and donors budget follow ups.
10- Train the budget holders to understand the budget cycle process, in linking budget and proposals and in analytic codification.
11- Ensure a direct monitoring of the support costs budget.
12- Coordinate and update the monthly monitoring of all budgets of Iraq mission by the budget holders.
13- Prepare financial reports.
14- Ensure partners’ financial follow up.
15- Ensure logistics aspects for HI projects in Jordan.
16- Ensure effective communication and external relations.
Cash flow management and monthly accountancy
• Prepare and archive all necessary documents for monthly accountancy in accordance with MdM procedures
• Keep the accountancy through the MDM accountancy’s software
• Pay expenses related to the daily operation of the MdM programs
• Manage petty cash holdings, keeping track of receipts and invoices, updating of cash/bank journals and balances, for the preparation of the monthly accounting in accordance with the MdM procedures.
• Manage advances for staff field trips and for the logistic staff
• Assist the AdminCo in preparing monthly fund request
• Keep the administrative archive in the mission
Financial Management
• Assist the Adminco in budget follow-up on a monthly basis: forecast and expenses monitoring according to annual reference budget and financing plan
• Assist the Adminco in providing budget’s analysis (check over/under consumption) for project management decisions
• Contribute to the preparation of new proposal with reference to financial matters (budget construction, financial parts, etc.)
• Contribute to the preparation of the annual budget of the mission according to MDM procedures (mission budget, treasury plan, allocation board, etc).
• Participate to the consolidation and the revision of the annual budget
• Participate to the information gathering and drafting of financial donor reports in line with their guidelines
Human Resource Management
National Staff
• Follow up on legal requirements regarding employment (social security, income tax if any, etc.)
• Update the national staff database on a monthly basis
• Pay salaries and legal contributions to the relevant authorities on a monthly basis
• Assist if needed the Administrative Coordinator in implementing and keeping up to date Conditions of Employment, Internal Regulations and salary scales
Legal management : Legal framework of the mission (In close relationship with the Administrative and the General Coordinator)
• Facilitate the link between MDM and the national and local authorities: Ministry of foreign affairs, Ministry of Finance, Ministry of Health, etc.
• Anticipate and ensure renewal of all administrative agreements, licenses, permits, authorisations and privileges granted to MDM by the various Authorities
Coordination
• Facilitate the exchange of information and ensure smooth communication process between the different administrative and logistics departments and with other NGO’s
• Contribute to the preparation of the monthly report on administrative and logistic activities
Translation duties (Arabic/English and vice/versa)
• Externally to provide oral translation of conferences, meetings or anything necessary
• Internally to provide oral translation of discussions, consultations, training, home visits, authority relations and other programme’s activities or anything necessary
• To provide written translation of any necessary documents ( official or internal)
Human resources ( National)
• To prepare drafts of contracts ( initial or renewal)
• To prepare drafts of work certificates
• To update on a weekly basis the leave follow up document by verifying all leaves are properly justified and act as a focal point in case of questions from staff
• To ensure all salary slips are properly signed for all staff
• To assist on advertisement of job opennings: have them available at all MdM clinics, ask for quotations from newspapers and liaise with them after validation from Administration Coordinator
• To assist in other activities concerning recruiting of new office staff (contacting candidates, drafting job advertisements...)
• Short List of application in close collaboration with the department concerned
• Make sure all applicants receive a proper feedback.
• In charge of hiring process and welcoming new employees according to the procedure.
• Make sure each employee receive a valid job description with their contract.
• Create HR file for new employees and make sure it contains all documents needed.
• Give Administration Briefing to newly hired staff.
• To ensure the correct monthly update of national staff statement
• To file all HR documents, with special care given to staff files archiving
• To liaise with insurance company to add any new staff (and his/her dependants) to the insurance and/or remove any staff whose contract has ended. Keep an updated document with all these changes for tracking.
• To assist the Administration Coordinator on dispensing regular trainings to staff about MdM internal regulations, rules and procedures.
Human resources (International)
• to assist in following up processes linked to international staff such as visas, work permits and residency cards
• To ensure the correct monthly update of international staff statement
Administration
• To make hotel reservations and travel arrangements for staff if necessary
• To prepare drafts of lease agreements
Translation of all sorts of documents