The purpose of the Human Resources and Administration Officer position is the day-to-day implementation of the Human Resources and Administration related responsibilities in the area office. The position holder will be implementing various matters related to talent acquisition, performance management, duty of care, administration, and operational HR activities in the area office. The duties will also encompass proper implementation and reinforcement on NRC Terms of Employment, and coordination with country office HR and Administration staff on related issues.
1. Generic Responsibilities:
- Ensure adherence with NRC policies, tools, handbooks and guidelines
- Implement delegated HR and Administration function portfolio according to plan of action
- Prepare and develop status reports as required by management
- Ensure proper filing of documents
- Promote and share ideas for improvement of the HR and Administration function
- Provide administrative support for staff as required and in direct coordination with the line manager
- Conduct field visits to all related sub offices and centers to conduct spot checks, attend related meetings, and follow up on various matters and address concerns.
- Actively promote PSEA (Protection from Sexual Exploitation and Abuse) standards & principles within NRC and amongst beneficiaries served by NRC.
- Specific Responsibilities:
- Follow up and ensure proper implementation of incentive workers and consultancy policies at area level
- Act as a focal point for the HR system and ensure that the system is working based on the standards.
- Ensure that staff Entry and Exit Procedures/checklists are well established and implemented.
- Follow up and ensure proper implementation for NRC Terms of Employment and all related policies including leaves, holidays, allowances and benefits, and others.
- Ensure continuous filing of all related forms, templates, documents, and legal papers in their respective files (Hard & soft) as per filling tree guidelines.
- Edit, unify, and develop Job Descriptions for NRC positions following set guidelines, grading profile, and the applicable generic forms, and provide support and guidance to line managers.
- Carry out recruitment activities including requesting positions, shortlisting qualified candidates, conducting interviews and reference checks and requesting job offers when needed
- Ensure enrollment in NSSF and Insurance packages of all staff members with proper support in related inquiries.
- Promote NRC’s expected organizational behavior and culture among staff in terms trough awareness/induction sessions.
- Maintain supplies inventory by checking stock to determine inventory level; anticipate needed quantities and items; place and expedite orders; and verify receipt.
- Ensure that all utility and running costs of the office and NRC premises are followed up, received and paid on timely manner.
- Coordinate for accommodations and workshops as needed and follow up on payments and agreements.
- Issue Purchase requisitions and orders for all administration related needs including printing, visibilities, kitchen supplies, office needs etc.
- Perform other relevant HR and admin tasks as requested by the line manager.
- Prepare monthly reports related to payroll, performance management and HR metrics with regular update of staff database
- Prepare monthly reports to Social Security and make sure that we are up to date with the process.
Critical Interfaces:
- Country Office Human Resources and Administration team
- Area Office Programme and Support Staff
- Area Management Group (AMG) members and Area Manager
- Head of Support
- Risk and Compliance team
- Suppliers, landlords, and external service providers
Scale and scope of position
Staff: N/A
Stakeholders: Area programme and support staff, AMG, Country office HR / Administration team, HR Working Group etc…..
Budget: N/A
Information: NRC People application, SharePoint, HR Working Group
Legal or compliance: ToE, CoC, adherence to all of NRC’s Legal and compliance stipulations, including but not limited to the child safeguarding policy, SIP guideline and anti-fraud and corruption policies.
- Competencies:
Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:
1. Professional competencies
- Bachelor degree in Human Resources, Business Administration, or any other related field
- 2 - 3 years of relevant experience in Human Resources and administration
- Previous experience from working in complex and volatile contexts
- Fluency in both English and Arabic, written and spoken
2. Behavioral Competencies:
These personal qualities influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:
- Planning and delivering results
- Communicating with impact and respect
Working with people Coping with change Analysing Handling insecure environments
Performance Management:
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 Description The NRC Competency Framework / Leadership Profile Function role mandate for managerial roles. The Individual Goals & Performance Step 2 – Regular Feedback. Step 3 – Annual- end term review.