The HR & Admin Officer is responsible to manage all the staff related admin issues in the Jordan Country Office including Coordinator support for the International staff. In addition they are the primary focal point for the health insurance for national staff. They are responsible for ensuring HR records and system information is accurate and up to date and to provide information to the HR team and to management when needed.
Role and responsibilities
Generic responsibilities (max 10)
These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development Plan.
- Ensure adherence with NRC policies, tools, handbooks and guidelines
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.
Monitoring the NRC Jordan office health insurance contract including updating of enrolment, working closely with finance on prompt settlement of bills, discussing exceptional cases with management, generation of monthly report, conducting evaluation surveys on the Health Insurance services and follow up on action points. Responsible of maintaining the HR Database (HRM System, HR Agresso, excel database); provides information upon request and compiles information for HR Reporting. Responsible for maintaining proper documentation and filling (i.e. personnel files (hard and electronic files), timesheets, attendance sheets, overtime, leave requests, etc.), Managing all soft files and filing system of personnel documents, and track the monthly updates. Work on preparing contracts, contract extensions and upon receiving contract up requests. Support in preparation and exporting monthly payroll information and social security, when needed.Support in recruitment processes, when needed. General office Administration management and implementing of office policiesEnsuring NRC offices and accommodation protocols are adhered to.Ensure that administration archives are in use and maintained according to the NRC regulations (both hard and soft copies).Liaising with relevant authorities in consultation with Head of Support.Managing of processes for visas, work permits and residencies for international staff and visitors.Responsible for the organization of international travel arrangements, NRC visitors and consultants travel, accommodation and administration needs including transportation to and from the airport.Ensure adequate supply of stationery and office supplies; managing of the reception.Supervision and management of Admin team and built the team capacity.Responsible for review and tracking of international staff bills related to utilities and supplier invoices covered by NRC.Manage NRC account with the phone service provider including phone lines, sim cards and invoices, and PO Box, and liaise efficiently with the needed focal points.General support to NRC international staff
By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:
Logistics DepartmentHR DepartmentFinance DepartmentGovernment Departments/Line MinistriesInternational Staff/NRC VisitorsInsurance Service Providers
Scale and scope of positionStaff:4 direct reports including the 3 office cleanersStakeholders:Government Departments (MOI, MOFA)Budgets:No budgetInformation:Intranet, Aggreso, Legal or compliance:Vendor requirements, Terms of Employment, Immigration laws
Competencies are important in order for the employee and the organization to deliver desired results. They are relevant for all staff and are divided into the following two categories:
1. Professional competencies
These are skills, knowledge and experience that are important for effective performance.
Generic professional competencies:3 Years experience from working as an HR and/or Admin Officer Experience working in a humanitarian/recovery contextDocumented results related to the position’s responsibilitiesFluency in English, written and verbal
Context/ Specific skills, knowledge and experience:Qualification requirement: Bachelor’s DegreeYears of Experience: 3 minimumIntermediate computer skills in Microsoft Office (MS Excel, Word, and Outlook)Strong communication and interpersonal skillsService minded, with strong organizational and planning skillsGood cultural awareness and sensitivityHighly approachable, trustworthy and confidentialGood diplomacy and negotiating skillsExcellent writing skills in ArabicAttention to details, problem solving skill, excellent time management and team management
2. Behavioral competencies (max 6)
These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 6 behavioral competencies and the critical 3 for this role include the following:
Handling insecure environments Planning and delivering results Working with people
NRC line managers must have the following Leadership profile.
Build meaningful relations. Empower people. Act with integrity Deliver results.
The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:
The Job DescriptionThe Goals and Performance Plan
The NRC Competency FrameworkThe Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country. Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks. NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.
At NORCAP, we work to better protect and empower people affected by crises and Climate Change. With expertise in the humanitarian, development and peacebuilding sectors, we collaborate with local, national and international partners on finding solutions to meet the needs of people at risk. NORCAP is part of the Norwegian Refugee Council.