HR and Admin Officer At International Medical Corps

Job Description

Job Title: HR & Admin Officer
Reporting to: HR & Admin Manager
location: Amman – Jordan

BACKGROUND

International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

GENERAL DUTIES AND RESPONSIBILITIES

• Perform retention procedures including storing of documents and record-keeping, maintaining strictest confidentiality of HR documents and data.
• Ensure that all steps of the recruitment process are followed according to IMC policies and procedures and based on the recruitment plan.
• Perform administrative tasks including, but not limited to, background check, completing employee documentation, recording data on each current employee, maintain employee files, confirm all procedures are following for terminated/exiting employees.
• Ensuring smooth on-boarding and separation for every employee, including ensuring that job descriptions for every position is up-to-date and accurate, ID Cards are provided, performance evaluations and other required processes are implemented on time and of a high quality.
• Handling new employees onboarding and induction process along with the HR orientation.
• Ensure compliance with country labor laws and with all IMC compliance policies to ensure due diligence requirements in the field of human resources and administration are maintained.
• Provide direction to hiring managers in recruitment and employment
• Preparation/processing of monthly staff payroll
• Facilitation of issuing and cancelling international staff legal work permits
• Ensure all staff details are uploaded on IMC internal systems for payroll and time sheet
• Maintain and accurately track staff leave and manage the staff annual staff leaves plans.
• Ensure the office is well supplied with stationary and other office essential materials
• Ensure compliance to regulations including personnel policies and records, employee laws and issues:
• Overseeing employee health and safety procedures
• Updating job requirements when needed
• Be a resource for IMC employees and assist management in addressing employee concerns Review procedures for employee safety, welfare, wellness and health
• Represent the organization in meetings, at the community level and in recruiting events
• Tracking all employment, consultancy and service agreements to local staff and service providers while monitoring performance and compliance to the terms of agreement and in line with the local laws and regulations.
• Assist supervisors and staff in understanding and using the performance management forms and process procedures.
• Tracking the performance evaluation for all staff and make sure to conduct annual appraisals on time and do the needed COSs.
• Prepare summary of performance evaluations, leading to proper review for approval by the senior management team, and leading to action plans on staff movement and/or development plans.
• Ensure proper entry and regular updates of all employees’ information in the HR data and systems and reflect it on the monthly payroll.
• Ensure all benefits are in place accordance to the HR policy, and that all employees access information and benefits as they are entitled.
• Maintaining Employees files in compliance with International medical corps rules and procedures and prepare employee files for any newly hired employees and make sure it contains all needed documents.
• providing coordination between the Human Resources department and other departments in the organization such as Logistics/Procurement, Programs and security Departments as required.
• Make sure all staff complete International Medical Corps mandatory trainings within the required time frame.
• Facilitate with line managers to identify the staff training needs and coordinate the training & development plan.
• Assist in complying with and enhance the teamwork spirit in the department and the organization.
• Ensure HR policy is understood from all staff; conduct orientation session for staff including anti-corruption and fraud, in addition to the PSEA training.
• Handling all received complaints related to staff matters based on the standard IMC complaints mechanisms.
• Represent the organization in meetings, at the community level and in recruiting events
• Perform any required administrative tasks within the organization.
• Any Additional Tasks asked by the direct supervisor.

Qualifications:

• Minimum 3 years’ experience in the Human resources and administrative field preferably in the NGOs field
• Bachelor’s Degree in fields related to Human Resources, Administration and Management.
• Organized and efficient in daily tasks
• Excellent English verbal and written communication skills
• Ability to multitask, prioritize, and manage time efficiently
• Goal-oriented, organized team player
• Creative problem solver who thrives when presented with a challenge
• Able to mentor and lead HR team and IMC staff
• Clear understanding and commitment to organization’s mission and goals
• Strong interpersonal communication skills and professional attitude.

Languages:

• Arabic: Fluent; English: Excellent

Compliance & Ethics

Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.

The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.”

This job description is subject to periodic review and adjustment in order to achieve IMC’s goals in Jordan, and any changes to JD will be discussed and agreed between signed below.

“International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.”