Jordan: Administration/HR Manager (Fluency in Arabic and English)

Background

Administration/HR Manager will be responsible for supervising all Human Resource Development and Administrative functions for LWF Jordan program Office. This position will have staff management responsibilities.

Scope of Work:

• Administration:

Procurement:

1. Carry out all of the procurement processes for the country program together with the Procurement Officer at the LWF regional office and according to the LWF procurement manual, procedures and guidelines
2. Ensure that a proper and effective inventory system is in place
3. Conduct bidding processes according to the LWF procurment manual and negotiate with suppliers and ensure timely delivery of commodities to the LWF office.
4. Esnure that high standards of accountability and transparency are followed in all of the procurement and logistical operations.
5. Responsible for placement of the insurance policies and ensuring that LWF policy on insurance as it relates to staff and vehicles is followed and that these insurance policies are current and adequate, including negotiation, renewal and management.
6. Manage LWF office building leases and negotiate for favorable terms.
7. Ensure that Finance department is supplied necessary statements for debiting units/projects the actual charges for use of telephone, fax, photocopies, stationery, equipment and any other facilities being utilized by these units/projects.

Logistics:

1. Oversee the logistics operations and ensure that all logistical support is provided on time and in an effective way to the diffrerent LWF programs.
2. Work with the Finance and Programs staff on the planning for and implementation of the logistical operations for the program, especially for new projects.
3. Oversee vehicles acquisition/rental contracts preparation/renewal on due time, vehicles use requests, vehicles maintenance/replacement.
4. Oversee vehicles logs and ensure proper completion of log books, monthly fuel consumtion and personal use of vehicles.
5. Oversee a well-functioning office environment, including managing the allocation of office space, ensuring adequacy of office furniture and fittings, and the provision of office consumables.
6. Ensure that the LWF Office is well maintained. This includes putting in place service agreements for cleaning, air conditioning, and other systems, and initiating repairs and renovations as and when required to ensure that the building, office spaces and grounds are maintained.
7. Oversee workshops/meetings/training sessions logistics arrangements.
8. Oversee visas issuance for country program visitors, hotel bookings and their travel arrangements to/from field sites or local official bodies or other entities.
9. Oversee travel arrangements of program staff in and outside country, airtickets purchases, hotel bookings …etc.
10. Oversee all office data back up and ensure monthly update of shared drive files of all projects and office sections.
11. Oversee communications tools in office and field and ensure that proper internet connections are working properly by supervising IT maintenance and service provider contracts/invoices settlement …etc.
12. Oversee office heating, electricity and water systems and ensure proper functioning at all time.
13. Provide supervision and guidance to all administration and general services staff.
14. Human Resources:

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1. Oversee new hires processes either regular contracts or casual workers
2. Supervise contracts of employment issuance/renewals and job descriptions updates.
3. Ensure that all staff contracts, job descriptions, personnel policy and code of conduct are properly signed and filed into personnel files.
4. Supervise staff time sheets collection and ensure that are properly completed, approved and filed on monthly basis.
5. Supervise staff vacations and leave balances updates on monthly basis.
6. Supervise and liaise staff appraisal process and documentation.
7. Ensure departure processes, end of service handover, end of contract payments and exit interviews are conducted for staff leaving LWF.
8. Liaise staff training and development arrangements and requirements.
9. Supervise work permits and residency cards issuance for expats staff and any related houses rentals once required.
10. Perform any other dutites as requested by the Direct Supervisor..

Qualifications:

1. Bachelors degree in Management, business administration, development, or any relevant degree
2. Minimum of 5 years of relevant experience
3. Excellent interpersonal skills and ability to work under pressure.
4. Willingness to work outside of work hours and travel in the country.
5. Excellent computer skills, Proficiency in MS Office applications.
6. Excellent written and spoken communication skills in Arabic and English.
7. Excellent managerial, interpersonal and team building skills.
8. Ability to work under pressure, deal tactfully with sensitive issues.
9. Good knowledge of local labour laws.

Conditions:

The regular working hours with LWF in Jordan are from 8:00am to 4:00 pm from Sunday to Thursday (40 hours per week). The flex-time policy allows to arrange work hours within ½ hour either side of these core hours.

What we offer:

Friendly, challenging and encouraging working environment, Social security and medical insurance for the employee.

Please send your CV and a short Cover Letter (max. 1 page) in English to info.jor@lwfdws.org, with cc to offa.jor@lwfdws.org. Include job code “LWF-AM” in the subject line.

No phone calls, please.

The Lutheran World Federation is an equal opportunity employer.

Candidates will be called for interviews as soon as they are identified. Interviews will take place in LWF Jordan office in Amman.