Safeguarding Project Manager
Action Contre La Faim
Total des années d'expérience :20 years, 8 Mois
Main Objective:
Coordinate the operational deployment of the Safeguarding policy at mission’s level and contribute to the creation of Safeguarding processes and tools.
Mission 1 : Coordinate the operational deployment of the Safeguarding policy at mission’s level
Follow-up the adopted deployment methodology
Lead trainings and working groups
Support the field team to achieve their objectives
Monitor the progress of the deployment
Liaise with the Safeguarding coordinator and the ROD for regular updates and potential issues
Mission 2 : Contribute to the design of the Safeguarding processes and tools
Contribute to the development of the annual training and awareness plan for all ACF staff (HQ and fields)
Contribute to the development of new and specific tools and processes related to Safeguarding for facilitating the deployment of the standards.
Mission 3: Capitalize on the deployment to ensure a smooth handover
Make appropriate recommendations to the Safeguarding coordinator and the ROD on strengthening prevention strategies
Document the experience and write a final capitalization report
- developing a Human Resources strategy for the mission
- making Human Resources data available to other departments to facilitate the establishment of the country strategy
- producing high quality and timely Human Resources contributions to "proposals" and reports for funding bodies
- designing and putting in place administrative and payroll procedures which conform to social legislation and with ACF and its funding bodies’ guidelines
- the quality of the tools used in staff administration and payroll, and the reliability and transparency of the data
- conformity with the contractual obligations of ACF vis-à-vis its employees
- putting in place fair and transparent procedures for recruitment, access to training, promotion and internal mobility, in accordance with legal requirements and ACF guidelines
- using all necessary means in the search for appropriate candidates for vacant posts
- providing employees with the means to acquire the skills necessary for the proper exercise of their functions
- ensuring that all employees have access to a formal annual appraisal meeting (or meetings), that such meetings are of high quality and that they take place on the planned date
- ensuring that organisational charts are coherent and are conform to ACF classification grid
- ensuring that remuneration systems are fair and consistent with the cost of living for local employees
- ensuring that all local employees are covered by health care
- implementing ACF regulations (internal regulations and convention on social benefits) adapted to the local context of the mission and local legislation
- consulting and informing local employees through the medium of staff representatives, in conformity with the relevant social legislation
- providing accurate information to all employees regarding the ACF charter and its organisational regulations (internal regulations and convention on social benefits)
- stimulating internal communications on both general and Human Resources issues
- anticipating risks associated with national Human Resources
- participating in the process of selecting partners and validating the Human Resources risk analysis provided by the bases
- defining with partners the modes of Human Resources management in the framework of joint projects
- validating the Human Resources aspects of partnership conventions and agreements
- taking full advantage at mission level of all innovative Human Resources practices in the framework of partnerships
- identifying the risks of fraud and corruption in his/her field of competence and putting in place preventative and monitoring mechanisms
- making his/her team aware of the risks of fraud and corruption
- alerting the Country Director to cases of fraud and corruption and undertaking corrective action
- putting in place and monitoring recommendations arising from the day-to-day control and audit
- day-to-day management of the team (guidance, follow-up, motivation…)
- evaluating the performance and developing the skills of his/her team members
- management of the teams for which s/he is support/technical Manager
Deputy Human Resources Head of Department
At Action Against Hunger France - Jordan office)
Support HR Head of Department to ensure all HR activities are carried-out in adherence with ACF standards, international humanitarian standards and national legal frame.
Define and implement HR policies, administrative processes and all HR activities
- Create and update polices and guidelines, HR kit, internal regulations, social benefits, employee handbook. and make sure it is in line with legal work frame in country and international humanitarian standards.
- PSEA and gender focal point.
Recruitment:
- Participate to identification of recruitment needs and keep global recruitment follow-up for the whole mission.
- Participate to HR budget preparation and HR cost elaboration for each project and participate to proposal writing (recruitment needs).
- Recruitment of capital staff and mission national executives.
- Define and implement individual and group induction sessions at mission level (HR induction).
National staff administration:
- Manage employee’s database (Homere database).
- Prepare and validate monthly payrolls, social contributions, income tax and declarations to the local authorities.
- Elaborate HR statistics and the mission's HR indicators on monthly basis to share with senior management team and HQ.
- Management of disciplinary issues: advise on process; recommend the appropriate sanction; Liaise with lawyer if needed.
- Capitalize and prepare consolidated organizational charts for the mission.
- Prepare necessary HR files in case of audits, and HR reports to senior management and the authorities.
- Manage medical insurance contract for national staff.
- Manage staff relation - grievance and occasions.
- Manage work place environment (including cleaning, decoration and supplies) and organize events including team building, family events, social occasions and, retreats.
Manage International staff administration
- Onboarding of new expat and briefing on Jordan mission.
- Manage all administrative issues related to expat staff including visa, residency, work permits, accommodation and travel management.
- Manage SAGA HR Database for expat time sheets, Agresso for payroll, and Notilus database for travel management.
- Keep expat follow up sheets and liaise with HQ regarding all matters.
Performance evaluation, careers management, staff mobility and training:
- Contract management for the whole mission (renewal, extension, ending contract, promotion, etc).
- PE planning and make sure it is done on time by supporting managers and staff memebers.
- Create yearly staff development plan (Collect training needs, establish an annual training plan; establish a draft budget; define priorities and means; create and update training supplier’s database ensure follow up).
- Manage internal training sessions and continuous learning planning (lunch and learn, refreshment sessions on internal policies, charter and code of conduct)
- Administrate e-learning platform (Cross Knowledge).
HR Department Strategy design and implementation:
- Participate in country strategy design and mission HR strategy elaboration.
- Contribute to the elaboration of the HR cost and annual HR budgets.
Participate to the internal communication and to the sustainability of professional relations with internal and external partners
- Manage all HR internal communication and general and yearly meetings.
- HR external representation with local authorities and organizations (Labor Inspection, Ministry of Labor, insurances, social welfare).
- Co-Chair for INGO HR working group for 2017 and 2018.
Manage the Human Resources team and the home staff in capital
- Identify recruitment needs and recruit the team members and Day-to-day management of the HR team.
- Evaluating performance and developing the skills of the team members.
- On job training, coaching and technical support to HR staff in the bases.
Administration Manager (Finance, HR and log)
Management of financial, human resources and log Functions for ACF regional and Jordan offices and deal with all administrative work linked with both offices.
- Participate in managing the cash and accounting (SAGA Finance).
- Manage bank accounts and bank relations.
- Manage Amman secondary cash
- Mange supply chain and purchases for regional and coordination office ensuring that the internal procedures of the Kit log are respected.
- Manage administrative procedures concerning expatriates employees including visa, residency, work permit and travel arrangements.
- HR and Finance technical support for bases.
- National and Expat staff administration (payroll, Performance, recruitment, attendance, payments)
- ACF external representation and liaison with legal authorities on all matters affecting ACF in Jordan (social security and Tax focal point).
- Liaise and coordinate the administrative issues with the local authorities and governmental departments including ACF registration, CD registration, Vocational license, lease contract management for office and GHs.
- Manage project approval with Ministry of planning and international affairs (MoPIC).
- Focal point to deal with legal issues and correspondence with legal consultant.
- Manage finance database and make sure finance files are up-to-date.
- Managed Admin staff including Admin Assistant, cleaners and drivers.
Support the management of the Human Resources (national and expatriate) of the mission in Jordan (Amman and Irbid) and Iraq (Erbil, Duhok and Sulaymanieh) and to replace the HR HOD when absent.
• Formulate and Implement Human Resources policies and procedures;
• Participate to the definition, implementation and follow up of the national HR policies for the mission.
• Supervising the national staff administration and payroll, and ensuring the coherence of work organization.
• Participate to the internal communication and to the sustainability of professional relations with external partners.
• Manage the Human Resources team and the home staff in capital.
• To co-ordinate and support all aspects of the recruitment and selection process of staff;
• Ensure that all expatriates are issued with the required visas and work permits, and that these are renewed as necessary, within the prescribed deadlines;
• On boarding & Induction: Integration of new staff and timely, speedy and efficient on boarding that allows them to settle down quickly;
• To design, update and administer contracts for all bases, to reflect current Jordanian and KRI employment laws;
• Co-ordinating and planning for staff development and training;
• Support the Department Heads in performance improvement, including the design and roll out of performance assessment tools;
• Preparation of the staff payroll and the timely disbursement of salaries and other employee benefits;
• Ensuring safe custody and confidentiality of the employee's records
• Monitor the maintenance of monthly leave schedules, ensuring appropriate levels of cover at all times through effective annual leave planning and allocation.
• Attend to staff disciplinary cases;
• Ensure the smooth and timely dissemination of information and advice on queries related to human resource and administration (internally and externally);
• Processing changes affecting employees i.e. resignations, transfers, promotions, and deployments;
• Ensuring on optimum utilization of the HR System in respect of monitoring all HR records generating various HR reports and the overall automation of the HR function;
• Developing various reports for management which make it easy to make decisions regarding the current resources.
To provide effective support to the Syria Crisis Refugee Response Programmes in Jordan and to provide human resources and administration support, to enhance the organization’s performance through our people.
Policies and Labour Law
Advise managers on interpretation of Oxfam HR policies, procedures, systems and processes and Oxfam Staff handbook, and lead in any necessary review process.
Monitor and advise management on changes in Oxfam HR policies, procedures, systems, processes
Monitor and advise management on changes in Jordan labour law.
Monitor and support the implementation of HR policies and procedures within the programme and report non adherence to the HPM
Participate in forums or working groups relating to HR management and feedback to management
Work with the H Adviser to review the Staff Handbook for Oxfam Jordan
Recruitment/Induction
Assist the recruitment manager in recruitment processes including placing adverts, longlisting,
interviewing, organising tests, maintaining the recruitment database for Jordan, proper filing of recruitment records
Assist managers in taking up references and obtaining results of pre-employment medicals.
To set up and monitor induction for all staff ensuring that meetings are arranged and that feedback is obtained. Ensure the induction pack is up to date at all times.
To ensure that all vacancy bulletins are circulated and that standard Oxfam forms etc. are made available to staff.
Ensure that terms and conditions for all staff fall within established Oxfam GB policy.
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Staff Records
Ensure issuing contracts, renewing contracts and keeping management informed of contracts end dates.
To monitor dates relating to probationary periods, performance review, and end of contracts; keep leave administration up-to-date, and inform managers of leave balances of their staff.
Ensure that personal files for all staff are complete and up-to-date;
Ensure that all records for all Oxfam GB Jordan staff (leave, performance management, medical claims and any others) are up-to-date.
Ensure that for leavers all leavers procedures are followed (exit interview, equipment or documents are retrieved, leavers financial checklist)
Ensure that the monthly payroll is done timely and accurately, in coordination with the Finance Department
Welfare/staff health
Liaise with medical providers ensuring a high quality of service is offered.
Arrange for Health and Safety assessment and monitoring of action plan in accordance with Oxfam guidelines
Ensure medical evacuation procedures through van Breda/Healix are in place and know to (international) staff
Arrange for information sessions on stress management
Ensure that Oxfam GB’s performance management system and all relevant processes are implemented in accordance with the Organisation’s performance management cycle.
Coach and support managers to optimise the performance of their staff, ensuring that assessment of performance is objective and that poor performance is addressed appropriately
Produce an annual Training Needs Analysis based on Performance Review reports received.
Build up a database of training providers; provide information to the field and arrange attendance at training courses.
Administration
Ensure all office and staff accommodation is maintained to Oxfam standards
Ensure that immigration processes are implemented as per country law, and all staff requiring visa, work permits and residency permits are legally in-country
Ensure the implementation of tracking systems to monitor the utilisation of stationary and other consumables within the Oxfam Office and apartments.
Ensure staff and visitors travel and accommodation is managed as smoothly and efficiently as possible
- Organize the pay roll system, personnel attendance system, induction and staff development procedures, internal and external training procedures, insurance system and administrative support and developing performance appraisal.
- Performing the administrative functions such as handling recruiting, interviewing, and hiring new personnel in accordance with policies and requirements that have been established in conjunction with top management.
- Post openings in newspaper advertisements, with professional organizations/HR consultancy, internet sources and in other position appropriate venues;
- Interview job applicants; review application/resume; evaluate applicant skills and make recommendations regarding applicant's qualifications;
-Consulting with top executives regarding strategic planning. Attracting the most qualified candidates and matching them to jobs for which they are best suited.
- Develop the company Human Resources Policies and Procedures including annual training programs.
- Plan & coordinate all the training requirements for the companies employees at all levels and in different groups and needs, starting with the material preparation to the field supervising and employees monitoring ending with the feedback and evaluation forms and reporting to the top managements through specialized training database.
- Develop a system to retain employees and maintain the optimum level of satisfaction among the employees
- Improve continuously the services provided to the employees while maintains the balance between cost and benefit.
- Ensure that the company adheres to all statutory regulations relating to Human resources including Health and Safety, Social Security and other labour laws to ensure that the benefit is satisfactory without abuse.
- Ensure all staff documentation relating to employ
- Performed searches for the departments within JPM dealing with different subjects and using wide range of resources e.g.
books, online databases, libraries, internet.
- Performed patent searches for R&D department comprising scientific and legal issues.
- Wrote product leaflets and pharmacology files needed for product registration in Jordan and EU countries.
- Design of primary and secondary JPM’s packaging materials and some of JPM publications.
- Order reference literature for all JPM’s departments including pharmacopoeias, books, periodicals, reports, scientific papers,
guidelines etc.
- Managing JPM’s library by Classifying references according to Dewey classification system and maintaining library database for all references.
- Medical Translation of Drug package insert from English to Arabic and proofreading for French translation.
- Preparation and Conducting training programs for employees on how to use information systems and resources.
- Writing SOP's related to my work
GPA 3.34