وظائف شاغرة لدى منظمة هاندي كاب الدولية واحة الوظائف وظائف شاغرة في الاردن
تعلن منظمة (Humanity & inclusion (the new name of handicap international في عمان عن حاجتها الى :
ADMIN ASSISTANT
JOB DESCRIPTION
TITLE: Admin Assistant
PLACE: Amman- Jordan
GLOBAL OBJECTIVE OF THE POSITION
Under the management of the Finance and Administration Manager, the Admin Assistant will be responsible for the smooth implementation of HR and administrative procedure, ensuring that tasks are achieved in a timely manner and in compliance with HI and donor requirements.
HIERARCHICAL RELATIONSHIPS
Line manager: Finance & Admin Manager
Line manager+1: Area Coordinator
Team Managed: NA
RESPONSIBILITIES AND TASKS DESCRIPTION
ADMINISTRATION & PARTNER MANAGEMENT (70%)
Financial and Logistics Partner documentation
- Send monthly reminders to all partners to send their cashbooks and supportive documents on time
- Responsible for receiving, printing and arranging partner and HI project financial and logistics documentation and handing them to the relevant staff member.
- Translate all the relevant documents in English e.g. invoices, receipts, logistics documents.
- Assist the Finance Officer to follow up with all budget holders that partner and HI project expenses are validated and signed off on in a timely manner each month, before payments are validated
- Conduct the first check of partner and HI financial and administration documentation and alert the Finance Officer and Admin/Finance Manager in case of any variations from HI and donor requirements
- In coordination with the Admin/Finance Manager and Finance Officer, provide feedback to partners in case of any queries and continue to follow them up in order to ensure a timely response
- Alert PMs, Log Manager and Admin/Finance Manager to any ongoing issues with partner documentation and request them to re-train partners in the correct procedures
- Scan and archive copies of the vouchers and documentation.
- To ensure that all HI and Partner documents are packed appropriately and in protected and secure packaging, suitable for shipment
- Manage accountancy shipping to HQ on a monthly basis.
Other
- Assist the Finance Officer by checking the any other accountancy documentation e.g. bills, attendance sheets, receipts, in case the Finance Officer is overloaded.
- Assist the Log Department to reconcile donation certificates
HUMAN RESOURCES (30%)
Recruitment
- Responsible for South Hub recruitment e.g. checking the job description is up to date, that the correct template has been used, a suitable profile is included in the JD, publishing of the job announcement, conducting the 1st round of shortlisting and sharing the CVs with the line manager, arranging the written tests and interviews, participating in interview, conducting the reference checks, sending the job offer and for completing the HR section of the recruitment report
- Ensures that the line managers complete their part of the recruitment matrix
- Finalizes the recruitment report and shares it with the Admin/Finance manager
- Inform all South Hub and relevant coordination staff of any new staff starting
- Collects all necessary documents for the HR file
- Archives all the recruitment documents, hard and soft copies
- Ensures that new staff are registered with social security and with the health insurance company;
Management of National employees
- Under the supervision of the Admin/Finance manager, he/she will be responsible for the preparation of staff contracts, amendments and/or service contracts for South Hub and to ensure that the process respects HI procedures and the Jordanian Labour Law
- Ensure that the HR follow up tool are closely monitored and kept up to date
- The Admin Assistant will be responsible for liaising with the line managers at least 1 month before the end of probation periods and end of contracts and ensuring that all required processes are completed
- Responsible for the follow up of annual leave planning, attendance sheets and sick leave
- Update the HR Data base on a monthly basis, calculate the salary and send to the Admin/Finance manager for checking;
- Print the pay slips and have the staff sign them monthly
- Ensure proper filing and safety of HR files
Inductions
- Prepares the induction schedule of all new staff with the relevant team members including the relevant coordination staff
- Updates the briefing table after the staff were briefed
- Follows up on any staff who missed briefings with another staff member or who missed briefings on HI’s institutional policies
Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.
TIME SCHEDULE
The working hours are the following: Sunday to Thursday – 8.30 to 5.30 (with 60 minutes lunch break)
Note that the working time can go up to 48 hours per week (according to the Jordan labor law) if it is required by the volume of activities and by the line manager.
المصدر :
