Terms of Reference Senior Human Resources, Administration

& Finance Assistant (Group II)

Job family : Administration & Finance Duty Station: Jordan/Amman

Job category: Senior Human Resources, Administration & Finance Assistant (Group II)

Line manager AFO Supervision exercised: none Back-up to: as assigned Replacement : AFO 1. Job summary: The job holder serves as Senior Human Resources, Administration & Finance Assistant (Group II) with responsibility for planning and executing all necessary human resources, administrative and finance functions and proving regional support. The job holder is under the direct supervision and guidance of the AFO. 2. Responsibilities & Tasks: Within delegated authority, the Senior Human Resources, Administration & Finance Assistant (Group II) will be responsible for the following tasks: Human Resources Management Is part of the Human Resources (HR) administration, playing the role of HR administrator for the offices under the Regional Support Office ECHO-Amman • Ensures the implementation of corporate HR management systems: implements, supports and coordinates

actions covering the entire span of human resource activities; • Gathers labour codes applicable with the aim to assist ECHO in keeping a consistent employment package vis-à-

vis the latest local legislation under the RSO region; • Implements and monitors compliance with HR policies; • Ensures consistency in the application of ECHO rules and procedures applicable to national staff in the region; • Provides advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements

under the Staff Rules; • During an ECHO response to a given crisis and the opening of a new field office, assists in setting up the

temporary HR system and supervise its implementation and follow up (e.g. general rules, template contracts, ToR, terms and conditions, etc.);

• Acts as a floater and gives support to RSO, field office and Headquarters if/when requested (e.g. unplanned absence, major crisis, office opening, expansion, etc.) in setting up the temporary HR system and supervise its implementation and follow up (e.g. general rules, template contracts, ToR, terms and conditions, etc.);

• Provide support Updating the organisation charts; Recruitment • Drafting and updating the National Staff ToR; • In charge of organising the overall recruitment according to procedures in place; Being part of the selection

panel;

Terms of Reference Senior Human Resources, Administration

& Finance Assistant (Group II)

• Preparing recruitment and selection report containing the whole process and list of recommendations. The report, short list, CVs, writing tests, etc. should be kept by the HRFP with the necessary confidentiality;

• Draws up of ARA´s regarding vacancies publication and recruitment / extension of national staff; • Preparing authorisation request (ARA) on recruitment and personnel matter;

Training • Carries out the training, briefing and welcoming of newly recruited personnel. • Acts as focal point for training (requests, authorisation, evaluation, catalogue, certificates obtained). Keeps up to

date the database containing the list of training requests for each staff in the region. • Summarizing finding based on participants evaluations and provide feedback to improve the existing

programmes; • Conducting training needs analysis and surveys throughout the region for drafting a training catalogue for final

analysis and approval by Headquarters; • Participating in the development and implementation of training strategies; • Supporting in the production of training materials; • Sharing with Staff on-line training modules for carrying out the evaluation exercise; • Providing input to the training budget posts; • Supervise production of an updated welcome package for newly recruited personnel (National Staff and TlAs);

Employment • Draws up of employment contracts; • Prepares retro-active payment calculations as per annual salary survey of the EU Del and submit file to HQ for

authorisation • Prepares the end of contract liquidation; • Maintaining personnel files for national staff employees; • Keeping track of the probation period applicable to National Staff; • Updating national staff salaries and retroactive payment calculations as per annual salary survey of the EU

Delegation and submit file for HQ authorisation; • Acts as a focal point for mission and life insurances; • Acts as a focal point for medical coverage policy; prepares calls for offers and ARAs regarding medical insurance

if relevant; prepares and follows-up the medical reimbursements by ECHO, if necessary; coordinates the annual medical check-up;

• Follows-up of presence of staff and entitlements (leave, special leave, medical leave);

Evaluation • Is a part of the HR Administration in coordinating the annual evaluation exercise (e.g. form, explain rules and

procedures, etc.); • Assisting the Head of Office, National Staff and hi s/her direct supervisor to carry out the evaluation exercise:

understanding and use of the appraisal system, form, cycle process, access to the personal file, etc.; • Monitoring the processing and deadlines of the evaluation exercise. In particular assists the HoO in identifying

the best period for organizing the evaluations for the whole NS Team (e.g. possible exception depending on fixed term contract ending date);

• Supporting in the preparation of necessary documentation for distribution to HoO, NS, third party and direct supervisor;

• Handling questions arising from the staff by email, phone and in person on the self-evaluation, the process cycle and policies.

Terms of Reference Senior Human Resources, Administration

& Finance Assistant (Group II)

• Assisting the HoO in data collection and follow up of the recommendations and conclusions indicated in the NS evaluation forms including proposals of promotion, training and new objectives to further achieve;

International staff: • Maintains individual files (in close coordination with TSA); • Draws up of relevant ARAs; • Coordinates end-of-assignment formalities.

General Administration • Updates the Fiche Bureau and checks if proper actions are taken in his field of responsibility; • When requested, verifies if authorisation requests (ARA) are correctly drafted and include all supporting

documents; • Acts as a floater and gives support to RSO, field office and Headquarters if/when requested (e.g. unplanned

absence, major crisis, office opening, expansion, etc.); • Follows-up local legislation in relevant fields; • Drafts administrative notes for the RSO/Office on administration, office management, events, authorisation

request (ARA), monthly report/s, etc.; • Maintains and updates administrative files with necessary confidentiality where required.

Finance • Upon request reviews and ensures eligibility and accuracy of invoices, debit notes, credit notes, missions

advances, missions claims and other reimbursements requests received from internal and external parties; • Upon request registers/creates orders in the Financial Report Management tool by ensuring the chronological

receiving dates of invoices and receipts; • Creates payment/revenue records when payments become due by ensuring correctness of budgetary, non-

budgetary and analytical codes. Review and ensure that required supporting evidences are attached to the payment/revenue orders before submitting to relevant financial actors as per the financial circuit;

• Prepares bank and petty cash disbursements to ECHO staff and suppliers. Ensure that recipients acknowledge receipt of the payments and receipts are properly issues to ECHO;

• Ensures that payment/revenue orders and all required supporting documents are properly filed; Office specific responsibilities/tasks: (If/When applicable) • Undertakes any additional tasks as assigned by the Head of Office/RSO and/or Headquarters. 3. Competencies required: Core Competences :

- Drive for results - Conduct in Service (uprightness, honesty and integrity) - Accountability

Functional Competences :

Level

- High - High - Medium

Terms of Reference Senior Human Resources, Administration

& Finance Assistant (Group II)

- Working with others - Decision-making - Influencing & negotiating - Leading and Supervising - Managing and organizing information - Strategic thinking and planning (Improve institutional effectiveness/efficiency) - Communication - Customer Orientation - Organizational awareness - Adaptability and flexibility - Critical Thinking & Problem solving

- High - Basic - Medium - Medium - Medium - Medium - Medium - Medium - Medium - Medium - Medium

The definition of each competency and examples of behaviours expected for each level are listed in annex.

4. Job Requirements: Education: • A relevant university degree

Knowledge and Experience: • Minimum 5 years of relevant work experience at national or international level in the area of Human Resources

management. Experience in General Administration & Finance is an asset, as well as provision of inputs for regular reporting; • Experience in handling complex organizational issues; • Previous experience in a Non-Governmental or other International Organisation is an advantage; • Very good drafting skills; • Experience in the usage of computers and office software packages (MS Word, Excel, etc).

Languages: • An excellent knowledge of English (verbal & writing). • An excellent knowledge of Arabic (verbal & writing). • Working knowledge of French would be a plus.