Office and HR Manager

Job Description

Area of Responsibility: Office management and Human Resources managementWork Location: Amman, JordanStarting date: first of OctoberLast date of application: Eighth of SeptemberContract Duration: unlimitedWorking under the supervision of and in close collaboration with the Regional Director, the Office and HR Manager is responsible to undertake the following tasks:OFFICE MANAGEMENT

• Represent the organization with local authorities, particularly labor inspectorate, and in collaboration with the Finance Department with tax offices and social security office, as needed
• Ensure proper management of office facilities (premises, premise maintenance, phone system, mail and other communication in and out, heating, lights, A/C ventilation, furniture, etc.)
• Custodian of all service contracts including but not limited to estate lease agreements, vehicle hire contract, IT Services, consultancies etc.
• Supervise and oversee the work of support staff in performing their daily tasks (Driver, Office Assistant, Cleaner)
• Organize and manage in-house workshops and respective budgets
• Ensure the effective dissemination of relevant information to the team; support the Regional Director in organizing regular staff meetings and take minutes of meeting
• Maintain all administrative related paper-based and electronic records, files, folders and documents in an updated, accurate and orderly manner

• Provide HR guidance and consultative support to the Regional Director, Head of Missions and Line Managers of the RO and all attached offices
• Review HR policies and SOPs on regular basis, ensure compliance with labor laws, internal and DKH-specific regulations and monitor their implementation
• Support the Regional Director in all stages of staff recruitment (advertisement, shortlisting, scheduling interviews, preparation of interview documents, liaising with candidates, reference checks, etc.)
• In close cooperation with the Regional Director, prepare, revise and update ToR, offers and employment contracts for staff, consultants and interns
• Develop and update onboarding package for new staff and visitors
• Enroll new staff with medical insurance
• Provide support in HR management to the Regional Director, incl. drafting job descriptions, performance appraisals, training, terminations/resignation letters, exit interviews, consultancy contracts, developing a database, etc. in line with the labor laws
• Ensure timely and accurate filing and staff data management, verify that documents of the employees are in line with local regulations
• Manage leave and working days of staff, validate leave and sick days, ensure compliance with labor laws and DKH policies
• Serve as focal point for work permits and residency applications for international staff and in coordination with DKH?s lawyer ensure all international staff have proper documentation. Organize and proceed visa applications for international visitors
• Liaise with the Finance Department on all HR-related changes and updates and in issuing payrolls
• Develop and follow-up on initiatives to foster a positive work environment
• Develop initiatives and support to staff capacity building, career development and staff retention
• In collaboration with other departments, support timely conflict resolution and disciplinary management in line with DKH policies and labor law

• Provide general support to the Regional Director and staff as requested
• Support to non-Arabic speaking staff with translation and interaction with Jordanian authorities/actors
• Ensure and follow-up on the monthly and annual reporting to Berlin office of DKH RO Asia updates, in addition to reporting on regional workshops and meetings
• Other tasks as required

Keyskills :