تعلن منظمة اكتد الفرنسية في الاردن عن توفر الشواغر التالية :
1- Admin&HR Officer (Capital)
The capital Administration & Human Resource Officer is responsible about ACTED Syria Amman based staff’s Administration and Human resources related matters, which includes but not limited to (staff management, recruitments, filing , compensations and benefits, day to day requirements, and Payroll)
Duties & Responsabilities
Human resources
- Carry out procedures related to local HR practice, taxes and social security
- Ensure all staff have comprehensive ToRs
- Assist with HR training sessions for the HR teams.
- Management of public holidays & keeping informed all bases/staff (national/International).
- Control attendance sheets of staff and support to arrangement of monthly (TITANIC/HOMERE) report for salary payments;
- Check updates of databases with personnel related information on the HOMERE software;
- Follow up of staff appraisal form with relevant departments managers in Capital office and support area offices in the appraisal process;
- Implement the process and management of Award and or disciplinary action to staff as per ACTED policies.
- Follow up of staff leaves, provide necessary forms for staff and review the whole process and leave balances for Area offices, while needed;
- Follow up of ACTED HR standards templates in line with ACTED HR Manual/policies;
- Update and maintain Organization Chart in accordance to the size of program (new staff, new dept. & new projects)
Admin/Liaison
- Draft/prepare all administrative letters, validate and support area letters.
- Prepare all Administrative documents such as internal notes, regulation, memos etc;
- Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs;
- Ensure compliance of ACTED to legal requirements of the Capital, and closely follow up with the field level;
- Update the table of authorization;
- Maintain stationary Stock, preparing inventory regularly;
- Distribute stationeries to departments;
- Provide stationary pack for newly arrived staff;
- Prepare request / Purchase of stationeries whenever needed;
Homere/Titanic
- Homere/Titanic Monthly Reports preparation;
- Update and insert staff leaves and contract details;
- Review and validate of all overtime calculations;
- Insert and update all staff trainings and capacity building requests;
- Review and validation of staff attendance sheets.
- Validation of HOMERE database updates.
- Review and update the national staff grade, salary & position to be in accordance with country approved salary grid;
National Staff Recruitment
- Prepare vacancy announcements and follow up with area offices on their needs;
- Cross check with Finance to ensure budget is available for new recruitments;
- Ensure that ToRs are prepared by line manager prior to release the vacancy announcement;
- Ensure that all CVs will be reviewed by relevant dept. prior short listing;
- Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s)
- Ensure to collect all necessary documents of applicants as indicated in ACTED HR regulations;
- Ensure to check successful candidate “Reference Check” prior to offer the position;
- Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.)
Personal Folders/Filling
- Ensure that personnel files are kept up to date and deadlines respected (annual performance reviews, contract amendments, leaves and any HR documents need to kept at personnel files…);
- Create thorough personal folders system; Ensure that the personal folder database have been updated on regular basis;
Key Performance Indicators
- % success rate of inductions and orientation
- % of finalizing the payroll sheets in a timely manner;
- % of validation the area HR reports submitted to capital area;
- % success rate of recruitments
- Number of internal and external training
Qualifications
- Bachelor’s degree in HR management or a related field;
- Minimum 3 years of HR work experience, with at least two years of experience in INGOs
- Fluent English and Arabic (written and spoken);
- Excellent writing and communication skills;
- Ability to work under pressure in a high-pace environment;
- Good organisational and prioritisation skills;
- Proficiency in Microsoft Office, Microsoft Excel and Publisher;
- Strong interpersonal skills
- Strong analytical skills
Benefits
- Contract duration is 6 Months renewable based on budget and performance
- Basic monthly Salary of 1059 JODs
- Health Insurance
- Social Security
- 2.0 days is the monthly annual leave
2- Admin/HR Officer (North Syria-Amman based)
The North Syria HR officer will be based in Amman; s\he will work under the management of North Syria HR manager who is also based in Amman
The North Syria HR & Admin officer is responsible about providing the day to day support for North Syria based HR officers, the needed support may include, but not limited to: (review monthly payroll, validate longlists, support base HR officers to draft the needed HR MEMOs, and letters for their respective bases, assist the NS HR manager to conduct salary reviews and market assessments, review and validate the monthly LFU and other base reports, etc.)
Duties & Responsabilities
Human resources
- Organize the signature of the HR documents from employees and collect all their administrative documents;
- Up-date and ensure proper documentation of the HR files and of HR digital files on Homere as per ACTED HR regulations, (contract, TOR, personal folder etc…);
- Ensure 1st check of all staff HR forms in compliance with ACTED HR and Compliance Policies (leave requests, per diem, allowances, overtime…);
- Update the recruitment plan on a weekly basis;
- Checking on a daily and weekly basis the staff attendance tracking reports and forms, in addition to cross match the leaves (vacations, missions, sick,etc..) and the monthly attendance reports;
- Track and manage the staff leave processes;
- Making sure HR has always enough copies of HR forms (leave,TOIL, OT and OT forms) as hard copies available for staff;
- Check the monthly variables for each employee according to the attendance sheets, monthly planning and employee benefits for payroll purposes (bonus, medical allowances, OT…);
- Prepare the monthly payroll in Homere and ensure the 1st check before to send it to the HR manager for validation;
- Extract and prepare staff salary slips from Homere/TITANIC and share with relevant staff;
- Liaise with line managers for distributing and collecting staff HR forms (attendance sheets, TOILs, OT, Leave etc…);
- Update and share the monthly contact and emergency sheets;
- Prepare and draft staff employment contracts / extensions and any other HR documents required by HR Manager or asked by staff (experience letter, end of contract notification, etc…);
- Follow-up and track staff training requests, filling related training forms;
Homere/Titanic
- Homere/Titanic Monthly Reports preparation;
- Update and insert staff leaves and contract details;
- Review and validate of all overtime calculations;
- Insert and update all staff trainings and capacity building requests;
- Review and validation of staff attendance sheets.
- Validation of HOMERE database updates.
- Review and update the national staff grade, salary & position to be in accordance with country approved salary grid;
National Staff Recruitment
- Prepare vacancy announcements and follow up with area offices on their needs;
- Cross check with Finance to ensure budget is available for new recruitments;
- Ensure that ToRs are prepared by line manager prior to release the vacancy announcement;
- Screen and prepare the longlist applications following to the closure of the announcement;
- Ensure that all CVs will be reviewed by relevant dept. prior short listing;
- Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s)
- Ensure to collect all necessary documents of applicants as indicated in ACTED HR regulations;
- Conduct “Reference Check” prior to offer the position;
- Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.)
Personal Folders/Filling
- Ensure that personnel files are kept up to date and deadlines respected (annual performance reviews, contract amendments, leaves and any HR documents need to kept at personnel files…);
- Create thorough personal folders system; Ensure that the personal folder database have been updated on regular basis;
Key Performance Indicators
Example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets
- % success rate of recruitments
- % of completing the monthly filling;
- % of finalizing the payroll sheets in a timely manner;
- % of Homere staff accounts updates;
Qualifications
- Bachelor’s degree in HR management or any related field;
- Minimum 3 years of HR work experience, with at least two years of experience in INGOs
- Experience in remote management is a plus.
- Understanding the Syria context is essential
- Fluent English and Arabic (written and spoken);
- Familiar with HR S.W, preferably with Homere HR system;
- Excellent writing and communication skills;
- Ability to work under pressure in a high-pace environment;
- Good organisational and prioritisation skills;
- Proficiency in Microsoft Office, Microsoft Excel and Publisher;
- Strong interpersonal skills;
- Strong analytical skills;
Benefits
- Contract duration is 6 Months renewable based on budget and performance
- Basic monthly Salary of 1059 JODs
- Health Insurance
- Social Security
- 2.0 days is the monthly annual leave
3- Food Safety and Nutrition Specialist
Under the supervision of the Deputy Country Director for Program in Amman, the Food Safety and Nutrition Specialist will provide technical support for the implementation of food safety and nutrition in ACTED’s Food Security & Livelihoods programming portfolio. The technical support will focus on advice and supervision of matters related to the programme and logistics teams.
The position is based in Amman and requires remote management. It might require periodic travel to Turkey and the Kurdish Region of Iraq.
Functions
Position profile:
1. Program Implementation
Objective 1.1: Provide Technical Advice and Support to ACTED’s Food Security programming
The FSN Specialist will:
- Support Coordination and Project Managers in the implementation of Food security projects, particularly FFP related projects, through the provision of technical advice and cross-check and the consolidation of information to share at Coordination level in Amman.
- Demonstrate leadership by suggesting improved ways to support and enhance ACTED’s Food Safety and Nutrition in its FSL portfolio and working with the Project Managers and Coordination to develop new activities for ACTED.
- Support Project Managers in the facilitation of communication between the field and FLAT teams at Capital level for food safety and nutrition related matters.
Objective 1.2 :Technical Tasks.
The FSN Specialist is responsible for:
- Overseeing, through a team of Food Safety Monitors, quality checks for local food vendors.
- Drafting OFs and BoQs, as well as review and provide technical feedback for BoQs developed in the field.
- Leading the harmonization of the food safety and nutrition activities across ACTED teams in Syria, in order to build the capacity of the teams in this sector.
- Providing advice and support to the Logistics team on the correct processes for quality control/assurance during purchasing of food items and subsequent delivery and storage of food items.
- Providing guidance to ACTED on appropriate food testing methodologies to produce Certification of anylasis (CoAs) that are in line with WFP and FFP.
- Providing technical support to ACTED’s Monitoring and Evaluation (AME) team on the development of nutrition indicators and surveys.
- Reviewing and develop ACTED’s Standard Operartion procedures (SOPs) for food quality monitoring and assurance, including management of warehouses to be compliant with donor standards for food storage.
- Taking a lead on the review and further development of training material and Training of the Trainers (TOT) for activities relating to nutrition and food safety.
- Supporting the development of training material and TOT related to food safety.
- Provide ad hoc support to Programme teams in the implementation of nutrition awareness activities
- Assessing monitoring and evaluation reports to identify gaps, strengths and/or weaknesses in nutrition programmes. Identify lessons learned and use knowledge gained for development planning and timely intervention to achieve goals
Objective 1.3: Management of food safety and nutrition team
The FSN Specialist shall be responsible for the management of food safety monitors and for ensuring that all are comprehensively briefed on the objective, expected output and overall implementation strategy of any given activity. The FSN Specialist shall ensure that Food Safety Monitors and Nutrition Assistants are given training and complete all the necessary documentation in line with programme requirements.
Objective 1.4: Reporting
The FSN Specialist shall support the reporting team in the preparation of reports to be submitted to Donors / Authorities / Coordination bodies (WASH working group / Internal Coordination). He/she will be expected to provide reports covering activity implementation, achievement of objectives, successes / challenges, beneficiary feedback, etc.
The FSN Specialist is also expected to provide regular reports to the line manager on the progress of the implementation of activities and on observations made during the mission and collaborate closely with the AME unit as part of monitoring and evaluation activities.
Objective 1.5: Project Development.
The FSN Specialist shall support and meet Project Development department to assist on projects design, especially by technical specifications and related budgets, participation in the review of technical proposals and concept notes, create assessment related to project development.
Objective 1.6: external representation.
The FSN Specialist shall be an active participant in technical and sectoral meetings, and working groups involving NGOs and UN Agencies and all other governmental institutions;
More generally, the FSN Specialist is expected to contribute to the creation of a positive image and overall credibility of the organisation, notably through the application of ACTED’s mandate, ethics, values and stand-point with regard to other actors.
2. General Functions
Objective 2.1: Completion of Programme Filing for Completed Project components
The FSN Specialist shall ensure that, for all activities s/he is responsible, all relevant filing is properly organised, up-to-date and complete.
Objective 2.2: Facilitation
The FSN Specialist is expected to contribute to trainings and programme coordination meetings.
Qualifications and experience
- Academic/professional qualification at post graduate level or equivalent in public health and/or nutrition (relevant field experience can substitute for academic qualifications but not vice-versa)
- Technical experience (at least 5 years) and a track record of successfully working in food safety monitoring (notably within a logistics team) and working knowledge of nutrition related topics.
- Experience in managing small teams remotely.
Skills and Ability
Essential
- Fluency in written and spoken English and Arabic (will be tested)
- Knowledge, training and experience in food safety and nutrition in emergency response
- Experience in overseeing food safety and quality checks, including the use of laboratory testing of samples
- Understands how to build a Quality Management System, including quality assurance and quality control measures, setting up environmental monitoring and reporting, and CAPA
- Knowledge of safe storage practices for procured food rations
- Experience of active participation in relevant cluster meetings and technical working groups
- Sound strategic thinking and planning skills, including ability to think creatively and innovate and to set priorities, manageable work plans and evaluate progress
- Demonstrated ability to work effectively in a team environment
- Willingness to work under pressure
- Strong computer and interpersonal skills
Desirable
- Experience in distributions, in kind food rations and vouchers
- Experience of working on USAID funded Food security and/or Nutrition projects particularly in logistics. Experience with warehousing and transport would be a particular advantage.
- Demonstrated skills in peer group training, Training of Trainers and development of training materials.
Benefits:
- Contract duration is 6 Months renewable based on budget and performance
- Basic monthly Salary of 1419 JODs
- Health Insurance
- Social Security
- 2.0 days is the monthly annual leave
4- Community Mobilizer - Host communities
Job Purpose
REACH Community Mobilizer is responsible for supporting assessments in refugee camps/Host Communities in Jordan. Main tasks include data collection through household surveys and community interviews, following up on contacts and information in consultation with the Field Manager and the Field Officer, coordinating with sub-team and wider team, taking care of REACH equipment in the field and other duties when requested.
Duties and Responsibilities:
Primary data collection according to assessment methodology using a range of methods: interviews using Open Data Kit software, tele-surveys, observational surveys, updating maps, focus group discussions, participatory methods.
Data entry tasks as requested.
Adequate communication in English would be preferred
Adequate typing speed and working knowledge of Microsoft word and excel would be preferred
Ensuring all information entered into the questionnaires on the smart phones is saved and processed as per the training.
Maintaining consistent and effective work habits in the office and in the field including: timeliness and frequent and clear communication with team members.
Providing additional support as required to supporting assessments and other activities of REACH, including research tasks, and administrative and logistical support.
Reporting any security incidents to supervisor.
Assume role and responsibilities of Field Officer in his/her absence.
Support training and monitoring new enumerators
Double check the quality data collected.
Operations and data collection activities will be in host communities Governorates.
Qualifications and Requirements:
University Degree or minimum high school level.
Familiarity with the culture of the targeted population and understanding of how to gain their trust.
Strong ability to communicate effectively on a wide range of topics.
Desirable experience working with field data collection for research purposes, and conducting household level interviews.
Proven Capacity of using the smartphone and Open Data Kit software
Ability to use the maps and identify locations on it.
Dedicating and Android based smart phone for REACH data collection.
Willingness to travel to all governorates including southern governorates for data collection.
KEY PERFORMANCE INDICATORS
Number of interviews completed on time as per the original plan.
Number of KOBO forms uploaded
Quality debriefs delivered to the field manager as requested.
Number of focus group discussions coordinated and went as planned.
Percentage of successful calls in order to coordinate for field visits or to conduct surveys via phone.
Clear records and documents (beneficiary lists, debriefs, attendance sheets…etc.) available for activities.
Processes followed adequately for coordination and feedback