Regional HR & Admin Coordinator

Job Description

Job Title: Regional HR & Admin Coordinator

Job Location: Ramallah, Palestine

Reports to: Regional Finance & Administration Manager

Start Date Required: Immediately

General Description of PACES:

PACES is a UK based charity established in 2006, with the aim of providing healthy, structured after-school sports programs for Palestinian girls and boys ages 8-16 years living in refugee camps and most marginalized areas in Palestine, Jordan, and Lebanon. Through its core sports for development program, PACES provides children with multiple educational benefits to help them thrive in their own communities. PACES also builds local capacity by training and hiring leaders in the local communities as coaches to deliver the sports programs, and partnering with local clubs and sports centers to facilitate the outreach and delivery of the program.

Since establishment, PACES has served over 30,000 children, 2,000 young female and male coaches, and over 100 local sports clubs. All PACES programs promote gender equality, and have successfully reached and maintained a 50% female participation rate.

General Description of the Role:

The Regional HR & Admin Coordinator will be responsible for the development and application of human resource and administrative systems and processes in accordance with PACES policies, and country laws and regulations in Palestine, Jordan and Lebanon. S/he will be actively involved in managing PACES’ human resources including hiring, recruitment, career development and other related matters. The regional HR & Admin Coordinator will also provide administrative support to the program and country offices in several areas.

The Regional HR & Admin Coordinator will report directly to the Regional Finance & Admin Manager, and work closely with Finance & Admin staff, in addition to program staff and other unit heads in Palestine, Jordan and Lebanon.

Duties & Responsibilities:

Human Resources

Contribute to PACES’ recruitment process which includes job description preparation, job posting, short-listing candidates, interviewing, running reference, vetting checks, conveying salaries, preparing offers, contracts, and extension letters, etc.
Assist direct management in drafting new HR policies and procedures, and circulating policies among PACES team.
Arrange new team member orientation, onboarding, and training plans.
Arrange and maintain follow-up systems related to probation period, end of contracts, evaluations, insurance modifications, etc.
Confirm the validity of timesheets, leave requests, and oversee all leave balances.
Ensure HR files and all related documentation of all staff in the 3 countries are up-to-date and complete.
Oversee the administration of PACES medical insurance plan for all staff and track expiry dates and support the renewals process.
Participate in the assessment of training needs of PACES staff.
Provide guidance to employees on matters related to HR policies and procedures.
Contribute to the evaluation and revision of the salary scale, as necessary.
Assist direct management in applying pay modifications and other financial tasks that are reflected in employee files.
Ensure all staff are aware and comply with PACES Code of Conduct, Child Protection Policy and HR Manual, etc.
Participate in greeting and directing of Interns & Volunteers, facilitating their training at PACES offices, preparing their letters of training, etc.

Administration

Support PACES team in organizing events, such as hall reservation, staff accommodation, ordering supplies and other logistics.
Coordinate travel for staff, including booking hotels, transportation etc.
Prepare minutes of meetings and reports when requested.
Manage and participate in physical counting of office fixed assets, prepare the assets tagging, ensure assets custody, maintaine and update office supplies sheet on a regular basis.
Coordinate with IT service provider maintaining all related equipment, programs, systems and files.
Ensure PACES manuals, policies and procedures such as (Code of Conduct, Child Protection Policy, etc), are up to date.
Oversee office maintenance requirements in the 3 countries.
Manage PACES Scholarship Program, review scholarship requests, obtain necessary approvals, conduct vetting, and other necessary tasks.
Ensure office supplies and stationery are maintained in all countries.

Procurement

Oversee procurement process and ensure PACES policies and procedures are up to date and being implemented internally and when working with other organizations through grants.
Ensure all procurement documentation is achieved in compliance with PACES policy such as purchase orders, supply orders, vendors contracts, delivery of goods, etc.
Ensure annual procurement budget and plan are in place.
Lead annual approval of Supplier List, search for new potential suppliers and service providers, and ensure the suppliers database is up to date.
Prepare purchase orders, agreements, and service contracts.
Ensure clear vetting is obtained for service providers and suppliers.
Track procurement orders, and ensure timely delivery of goods and services.
Conduct quality checks of purchased goods.

Other

Ensure PACES key information and data is kept safely
Perform other duties as requested by the Regional Finance & Admin Manager or PACES Executive Committee.

Job Requirements

Essential Skills

Minimum of Bachelor's Degree in business administration or human resources or a relevant field from a recognized university
At least 5 years’ experience in human resources and administration, experience in non-profit organizations in a plus
Strong interpersonal and communication skills (written, oral, cross-cultural)
Strong organizational skills and attention to detail
Excellent knowledge of Microsoft Office (specifically Outlook, Word and Excel)
Previous experience in managing tasks in multiple locations
Fluency both in written and oral English and Arabic
Ability to travel abroad
A valid driving license is a plus

Job Details

Job Title Regional HR & Admin Coordinator

Deadline 18 - Aug - 2022

Location Ramallah

Job Type Full time

Position Level Mid Career

Salary n/a

Degree Bachelor's degree

Experience 5 Years

Category Business & Admin

Application Instructions

Interested candidates are invited to send a cover letter and CV to [email protected] no later than Thursday 18 August 2022, indicating the position title (Regional HR & Admin Coordinator) in the subject line.

Only shortlisted candidates will be contacted for an interview.

Homepage
Jobs
Ramallah
Regional HR & Admin Coordinator

For your privacy and protection: when applying to a job online , never give your credit card or bank account information, or perform any sort of monetary transaction to a prospective employer.

Latests Jobs By PACES Charity - Palestine خطوات

Job Title

Date Posted