رحاب الهدهد

Responsibilities:

Accounting:
 Cash Management:
- Apply MSF’s cash management procedures to ensure the highest control and security.
- Ensure adequate cash availability in order to ensure accuracy, compliance and on time
payments.
- Preparing the monthly BFU of the project.
- Managing cash boxes and banks of the project
- Carry out all accounting tasks and activities in order to ensure strict control of all
expenditures and the reliability of statements and documentation.
- Process the payment to suppliers, advances...
 Advances
- Apply MSF’s procedures regarding operational advances.
- Verify the supporting document before opening/closing an advance (including validations).
- Maintain the accounting books (for operational advances, salaries or advances suppliers).
 Monthly Closure
- Check SAGA’s entries and apply all the corrections requested by the Coordination.
- Reconcile the Bank Statement with SAGA and highlight any cheques not debited/credited.
 Others
- Follow up all rental contract dates and inform the Project Coordinator in order to leave
enough time to arrange a renewal or look an alternative.


Administrative management of national personnel:
 Guarantee that personal files of all staff are administered with appropriate quality including
Homère. (CV, motivation letters, employer certificates, diplomas, certificates of physical
aptitude, family status, national identity card, ...).
 Make sure all main HR documents are available, translated and understood by staff at all
levels
 Ensure all national staff has an evaluation up to date (check in Homere), Report to his/her
direct supervisor any delay in evaluations.


Administrative management of international personnel
 Responsible for expat’s visa follow-up and visa’s extension process (including residency and
work permit) together with the Coordination.
 Process the payment of the Perdiem, after validation by the Project Coordinator.


Work Organization
 Responsible for the supervision of the Admin/Log team (Driver/purchaser, Driver,
Cleaners): planning, translation, Internal Request drafting…


Procurement /Supply
 Responsible for all procurement (after approval of the HOM, CoFirh and/or Project
Coordinator, depending on the amounts).
 Identify project needs through informal observation and Internal Orders.
 Help to identify suppliers offering the best value, direct project purchaser to make local
purchases through reputable suppliers, responsible for receiving the quotations and
drawing contracts when needed.
 Follow project Supply Orders with the Supply Coordination.
 Ensure the timely delivery of items ordered by individuals or departments.
 Ensure that utility bills are paid on time according to correct procedures; lead all
communication with government agencies and private companies regarding the provision
of utilities to MSF facilities.
 Update, compile and archive variations in prices and quality for regularly purchased items
on a monthly basis, using the tool provided by Coordination.
 Update Supervisors and Managers in case of unforeseen delays in procurement of goods or
services; actively seek solutions for any such delay.
 Manage the stock of all logistics items using stock cards and other tools provided by the
Coordination, conduct a regular inventory of project assets.


Facilities and premises:
 Ensure that the physical condition of all MSF facilities and premises is monitored and well
maintained.
 Coordinate the hiring of appropriate sub-contractors when needed according to proper
procedures; address any issues that may arise.
 Responsible for monitoring local rent prices, delegates the search for new facilities as
necessary.
 Monitor utility usage (electricity, water, internet, etc.) and address any issues as they arise.

Responsibilities:
1. Ensure compliance with NRC policies, guidelines and standards
2. Ensure compliance with support function strategy, tools, handbooks, guidelines and standards
3. HR responsibility for implementation of the support function
4. HR responsibility for the quality control and monitoring of support function activities
5. Provide HR technical support and capacity building towards support staff
6. Provide HR technical analysis and feedback to NRC representatives in coordination forums
7. Monitor the progress of team activities and ensure they are implemented according to standards
8. Implement complex systems and procedures in line with NRC policies, SOP’s and handbooks
9. Assess, promote and document ideas for technical improvement and further program development options

Specific responsibilities
These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of program intervention. This section shall be revised whenever a new employee is hired or the context changes significantly. The line manager drafts the specific responsibilities and sends them to his/her line manager for approval.
• HR management and implementation of HR policies
• Preparation of draft Standard Operating Procedures and Guidelines
• Ensure that HR archives are in use and maintained according to the NRC regulations (both hard and soft copies)
• Preparing contracts
• Liaising with different Jordanian authorities
• Manage international staff and visitor’s visa requirements
• Performs, under minimal supervision, the full range of HR support functions
• Ensure that staff records are up to date and filed appropriately
• Ensure reporting, documenting and payment of national staff benefits, social security, taxes etc.
• Prepare periodic HR reports
• Ensure correct national staff payroll
• Provide induction to new comers
• Provide translation services to NRC senior staff
• Provide mandatory training to AOs
• Any other duties as required

Responsibilities:
• Implement and train staff in organization’s HR policies and procedures at the field location level
• Ensure compliance with organization policies and the local labor law in all procedures and processes
• Generate monthly records and reports such as staff lists, leave tracking, attendance, timesheets and similar HR statistics
• Support the line managers in implementing the performance management, track the performance management and liaise with the HR team in Amman
• Coordinate staff recruitment and exits, introductions, trainings and development at the field location level
• Coordinate with relevant authorities, as per advice from the line manager
• Ensure that staff records are up to date and filed appropriately
• In coordination Amman HR, provide staff support and care for NRC medical cover and insurance advice and support line managers staff in all HR processes, in coordination with the line manager

Specific responsibilities:
• Deal with grievances and implement disciplinary procedures and participate in exit interview and disciplinary meeting when necessary and in coordination with the line manager
• Maintain timesheets for all staff based at the field location
• Record leave days, sick days and all other absence, and regularly submit to HR Amman
• Assist in Administration matters related to HR
• Participate in field coordination meeting and provide messaging from Amman HR to field staff
• Assist with field level training as required
• Record all field level training events and submit to Amman HR / Training Officer
• In cooperation with Amman level HR support field level interviewing
• Collect and record staff development plans and submit to HR Amman / Training Officer
• Ensure organograms/ structure information is provided to Amman HR

Responsibilities:

• Works and implements organization’s HR policies and procedures and ensures that all administrative activities are conducted in accordance with rules and regulations.
• Prepares weekly attendance sheet for each team.
• Coordinates with all teams and works on drafting any official documents requested from Zaatri staff and/or Amman HR and Finance department.
• Process, verifies and maintains documentation relating to HR activities such as staffing, recruitment, training, grievances and performance evaluations when needed in Zaatri.
• Checks all-staff timesheets before providing to Amman office on a monthly basis.
• Assists in printing, scanning and filling all documents related to department responsibilities.
• Provides employees with updated balances of annual and sick leaves.
• Follows up employees' annual and sick leaves, and to make sure all supporting documents are submitted.
• Prepares payments requests for all invoices related to Zaatri camp project.
• Maintains employee confidence and protects operations by keeping human resources information confidential.
• Responsible for the petty cash purchases in Zaatri camp and liquidations.
• Participates in monthly volunteers' salary distribution in Zaatri camp.
• Maintains quality service by following organization standards.
• Anticipates needed supplies and verify receipt of supply.
• Writing meeting minutes of general staff meeting.
• Ensures personnel files are up to date and secure.
• Prepares updated list of Zaatri Project employees, service contracts, intern etc.,
• Performs day to day office administration duties to ensure smooth performance for the program staff and management.
• CV searching and conducting interview
• Helping employees through their requests and inquires in regard of health insurance program and financial letters
• Submitting required PR's and Authorization of Payments for office purchase and field operations
• Managing meetings times, places and attendees

• Supervising production lines and following up with daily input and output
• Analyzing production records and submitting the needed data
• Providing management with suggested results to increase output while minimizing time and effort
• Studying layout and enhancing it to control time and space

Submitting monthly time-lined plan for the estimated to be produced videos
•Managing daily, weekly and monthly schedule for video productions
•Contacting talents and providing them with the needed information regarding the equipment they will need to shoot videos
•Providing studio with the needed equipment, make-up, tools, costumes to shoot videos
•Transferring recorded material to the editing and sound enhancing department
•Quality checking the videos before submitting them to the publishing department
•Submitting various video recording, pre-video recording and after video recording reports

• Contacting clients/service providers to check on payments submitting
• Preparing contracts with clients, service providers and talents, along with contacting legal authorities for any additional adjustments
• Following up with services requests and projects with production department to submit the service on time
• Searching for talents and contacting them in order to cooperate with them
• Following up with the legalities of Kharabeesh's youtube channels and their monetizing
• Responsible of the weekly, monthly and yearly cash flow charts and reports