Administrative and Human Resources Officer - Military veterans preferred

Job Details

Description

ABOUT IREX

IREX is a global development and education organization. We strive for a more just, prosperous, and inclusive world, where individuals reach their full potential, governments serve their people, and communities thrive. We work in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.

Position Purpose Summary

Supports the management of a program(s) in the field; supports the development of project work products, to include but not limited to, program timelines, budgets, reports, and other products/documents as Identified.

The Admin and HR Officer Based in Amman and working under the supervision of the Finance & Operations Director, the Admin and HR officer will be supporting the day-to-day administrative, logistic, and personnel services. The Admin and HR officer will provide logistical and coordination support to program the daily functioning Task and of the office and program activities.

Performs additional duties and tasks to meet the needs of the organization, team, or as assigned by the supervisor.

Task and Project Coordination/Management

Provides technical support and input into an assigned program(s) or project. Responsible for the contributing, creating, and guiding the work associated with project outputs; to include but not limited to program design, required products, gathering, drafting, and creating workflow plans, budgets, internal/external reports, presentations, and other documents/deliverables as identified. Responsible for the development of written communications by drafting, approving, and sending correspondence.

Specific tasks for assigned role include:

• Provide logistical support, including but not limited to preparing and managing invitations, arranging participants/trainers' transportation, selecting and contracting venue and catering vendors, hotel and lodging arrangements, ensuring the provision of training equipment and materials, and collecting and processing of related invoices.
• Assist with preparations for in-house and external meetings.
• Enter data accurately into systems or databases and generate reports as required by the management or team. Ensure data integrity and maintain confidentiality.
• Provide support for travel arrangements, visa applications, and hotel booking.
• Execute general office duties such as photocopying, receiving and dispatching mail, circulating and filing general office correspondence.
• Monitor and maintain office equipment.
• Receive and directs telephone calls to appropriate staff members, takes and relays messages.
• Assist in familiarizing new staff members with office standards and procedures, and/or participating in their training.
• Support the implementation of administrative and management policies and procedures and ensure adherence to IREX administrative procedures by staff.
• Create trackers for Vehicles and transportation.
• Monitor the office cleaner and monitor the office needs.
• Monitor the drivers and monitor the vehicle’s needs .
• Manage the vehicles, including transportation arrangements to staff, training to drivers, audit the vehicle trackers and fuel coupons.
• Assist in coordinating the purchase, receipt, tracking, and distribution of office supplies and stationery.
• Maintain electronic Administration and procurement records and files of all required backup documentation in the relevant IREX''s system platforms.
• Run SAM and Lexis Nexis Reports as need .
• Assist in the onboarding for new staff members including the preparation of the onboarding schedule , request email accounts, activating the timesheet accounts and other needed accounts , Health insurance and life insurance forms , etc.
• Ensure all national staff contracts are in place for all types of staff including consultants according to local labor law
• Ensure administration of benefits are compliant with local legislation
• Oversee the timely recording of employee data, records, headcount and benefits, ensuring monthly trackers and reviews are implemented.
• Ensure accuracy of employee’s timekeeping and timely execution of monthly payroll together will all relevant departments.
• Assist in managing human resources tasks including management of personnel files, leave tracking, and tracking of IDs and permits.
• Manage the offboarding process of all national staff
• Track consultants and STTA’S LOE’s by creating and updating trackers.
• Coordinate and support the recruitment cycle
• Coordinate and support the completion of employees annual appraisals process

Relational Communication

Serves as a primary point of contact for assigned country/region; includes interacting with key stakeholders, partners, and/or fellow IREX employees. Responsible for drafting and sending correspondence with stakeholders. Guidance and/or approval before engaging stakeholders may be required, in some cases.

Specific tasks for assigned role include:

• Support Early Grade Education Activity (EGEA) management in coordinating the meetings and calendars .
• Support the onboarding of employees

Partner Engagement / Business Development

Supports the renewal process of assigned program. Supports and coordinates country partner outreach as requested. Gathers market intelligence specific to regional/country of responsibility. Supports one or more areas of the proposal development process; to include, but not limited to, proposal design, writing, and/or review.

Specific tasks for assigned role include:

Maintain good relationships with employees ,vendors and STTA’s

Budget, Financial and Project Compliance

At the direction of project leadership, independently and accurately performs financial administration tasks (check requests, sub-award approval level, etc.). Makes independent decisions about the type of information needed to populate a given document consistent with policies. May have the authority to sign for approval for smaller amounts as defined by the project.

Specific tasks for assigned role include:

• Office petty cash holder
• Responsible for providing training to staff on Administration and HR documentation requirements

Teamwork and Leadership

Ensures fellow team members can articulate how project work aligns with program or practice area goals and objectives. Delegates relevant work and provide clear and measurable guidance. Proactively seeks feedback from team members and uses information to make informed, relevant decisions for projects, programs, and clients. Seeks opportunities to encourage team members, to create more efficient processes and workflows that improve overall program. Takes ownership of the decisions and actions. Mentors Coordinators who direct the work of interns.

Specific tasks assigned for role include:

• Provide training to Drivers and cleaner to ensure procedures are aligned with best practices and IREX and Donor and regulations are implemented effectively

Skills & Experience

Experience

• Bachelor’s degree in business management, administration, human resource management or related field,

• Minimum of 4+ years of relevant experience
• Demonstrated proficiency with Microsoft Office (Outlook, Word, PowerPoint, and Excel) Excellent attention to detail and strong organizational skills including time management, ability to prioritize multiple tasks in a fast-paced working environment, and ability to remain flexible while adhering to strict deadlines
• Excellent writing skills in both English and Arabic Languages
• INGO and Donors funded projects experience
• Global and cultural awareness
• Drive for results
• Leadership Skills
• Innovative thinking
• Communication skills

Must demonstrate valid proof of unrestricted work authorization in Jordan

Work Environment

All employees are responsible for their own safety, as well as that of others in the workplace. To help us maintain a safe workplace, everyone must be always safety conscious. This position is performed in a typical office environment. The noise level in the work environment is usually quiet to moderate. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. Safe use of IREX equipment, as well as safe practices while on IREX property is essential.

EEO Statement

IREX is committed to equal opportunity and follows recruitment and selection practices that comply with all applicable employment laws. To this end, IREX recruits, hires, trains and promotes individuals based on merit and experience.

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