Human Resources & Administrative Officer

Handicap International (which runs projects under its operating name, Humanity & Inclusion - HI -), is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations.

OBJECTIVE OF THE POSITION: 

The HR Administrative Officer manages personnel administration activities in his/her geographical area in accordance with current legislation.

S/he ensures that the mission’s HR-related administrative procedures are consistent with HI's HR policies and frameworks and with local law and practices.

Responsibilities:

Responsibility 1 : Carry out national personnel administration

Aim : Ensure that national staff files in the country are complete and staff information is followed-up

Activities:

• Update and follow up the national staff contracts
• Prepare the national staff payroll in coordination with the HR & Admin Manager.
• Ensure the systematic monthly payroll transfer to  employees’ accounts on time as per the validated payroll calculation database received from the Mission HR & Admin Manager, pay the income tax, pension fund, insurances…etc respecting the deadlines defined and monitored by the HR & Admin Manager.
• Update and follow up the national staff  leaves on HRIS.
• Prepare social security declarations for social security department / income tax declarations
• Send variable pay data (advance on salary, overtime, etc…) and information relating to the records of national employees to the HR & Admin Manager
• Follow up on health insurance registration (employee in and out)
• Ensure appropriate filing of national staff document
• Draw up employment contract / amendment
• Follow up POL for national staff.
• Constitute and keep updated staff files for national  personnel.
• Ensure health care coverage and monitor the provided service
• Follow up and solve any case with the health insurance company
• Provide administration of individual records for national personnel.
• Follow up on national staff appraisal with managers
• File appraisals in individual files
• Maintain a staff register or any other legally required records
• Assist in the preparation of the monthly and annual HR report, in addition to any other required report.

Responsibility 2 : Carry out administrative management of international staff

Aim: Ensure that international staff files in the country are complete and staff information is followed-up

Activities:

• Follow up and prepare variable pay data (rent contribution, advance on salary, per diem, transportation) and information relating to the records of expatriate.
• Update monthly the expat staff data and ensure a clear relevant filing system for all the HR relevant documents (mission order, insurance and work contract). Alert in case of document missing or out of date
• Follow up the expats flight ticket.
• Follow up the expats staff leaves
• Manage the payments of expats school fees and update the follow up table
• Manage the expats contracts Follow up sheet.
• Receive and send acknowledgment of debt of expatriate and send to the regional office
• Organize and archive each expatriates staff files
• Prepare the family allowances for the expat staff
• Ensure appropriate filing of expats documents
• Prepare modification of end of mission
• Prepare departure document (quietus…)
• Assist in the preparation of any required report

Responsibility 3 : Assist the HR & Admin Manager in the management of recruitment, induction,  training and appraisal processes

Aim: Ensure adherence to HR processes within the timeframes accorded

Activities:

• Follow-up and update the recruitment file, procedures and tools been used for recruiting. 
• Prepare the vacancy announcement and publication (Employees/ consultants).
• Perform the first screening of received CVs in coordination with the HR & Admin Manager.
• Contact candidates for tests and interviews
• Organise the required arrangement for the tests and prepare the schedule
• Communicate with  unsuccessful candidates and inform the successful candidate and send the offer
• Take references and communicate with them.
• Update the recruitment table
• Prepare induction plan.
• Participate in briefing to new staff members or staff assigned to the Field on HR matters.
• Collect all programme training needs
• Develop training providers database
• Carry out training as per line manager request for national and international staff in area of activity.
• Collect all programme appraisals information
• Visit the other bases in the mission for support & capacity building /strengthening as per the line manager request.
• Participate to  projects meetings and provide support for HR-related issues within her/his domain
• Prepare upon request the needed documents or files for external audit firm & internal control.
• Assist in the follow up of all administrative/legal aspects (reports requested by the authorities, coordination with lawyer…).
• Assist in organizing staff wellness activities and social events.
• Setting up and ensuring daily internal and external communication and coordination mechanisms for all topics related to her/his field of responsibility
• Monitoring social risks at work and ensuring appropriate support is provided.
• Assist in any other tasks that may not be described in the Job description and yet may participate to the achievement of the settled objectives within the individual action plan.

Responsibility 4: Follow up all administrative payments for both Jerusalem and West Bank sites.

Activities

• Follow up and prepare the payment of the different offices, guest houses, and expats individual residences in terms of  rent payment, utilities and other services.

جميع الحقوق محفوظة لموقع جوبس.

• Degree in HR management, business administration, finance or any related field.
• Strong experience in Human resources (at least 2 years).
• Previous work experience with I/NGO.
• Proven knowledge of payroll management, personnel administration, expatriate employment terms and conditions, and document filing system
• Good knowledge in recruitment processes and implementation of training plans.
• Good knowledge of HR financial rules.
• Legal knowledge of employment legislations in Palestine and Israel.
• Good communication and excellent reporting written in English is a must
• Speaking: Arabic  ,English and Hebrew is an asset.
• Ability to travel and work between Ramallah and Jerusalem office.
• Ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
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PROFESSIONAL STANDARDS:

HI workers must adhere to the values and principles outlined in HI Code of conduct.  In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.

DISABILITY INCLUSION:

The candidate or his/her representative must let the HR representative know that s/he needs an adjustment or change at the test and the interview for a reason related to a medical condition by sending a request for accommodation at the email mentioned below.

By applying to this position, you grant HI’s recruitment team your consent to perform a reference check on you with respect to the misconduct disclosure scheme.

Initial national contract will be for a period of 12 months, subject for renewal based on availability of funds.

Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities.

Interested candidates should send their resume with motivation letter to reach on or before Dec 3, 2023 to [email protected] indicating your full name and the job title (HR Admin Officer) in the subject line of your e-mail application. Incomplete applications or applications received after the deadline will be disregarded.

Qualified candidates are encouraged to apply and those shortlisted will be contacted.