Regional Human Resources Assistant

General Purpose of the Position
Under the supervision of the Regional HR Officer, the Regional HR Assistant’s main responsibility is to assist and support the Regional HR department in the management of HR responsibilities at the regional level (Iraq, Jordan, Lebanon, and Syria) and the daily activities of the department. The Regional HR Assistant and the Regional HR Officer shall consult frequently and discuss issues affecting JRS personnel/staff in the region. S/he can be delegated to deputize the Regional HR Officer when required.

Main Responsibilities of the Position

1. General

• Assists in the implementation of HR aspects at the regional level.
• Contributes to the safeguarding of the vision, identity and mission of JRS at all levels.
• Supports the Regional HR department in main HR duties and responsibilities.
• Visits JRS teams and projects throughout the region as requested.
• Shows individual care for staff and conveys any issues and concerns to the Regional HR Officer for resolution.
• Assists the Regional HR department with the roll-out and implementation of projects addressed to field offices and prepares strategic communications accordingly.
• Helps planning and overseeing office events and outings.
• Supports the Regional Office HR department in ensuring the countries’ compliance with HR policies, procedures, tools, and action plans.
• Participates actively in the design and implementation of an HRM system for the region.

2. Recruitment

• Supports in the development, revision, and update of job descriptions in the Regional Office as well as in the countries in communication and coordination with the relevant coordinators/supervisors.
• Contributes to the development and revision of technical tests for the different positions in JRS MENA in collaboration with the relevant coordinators/supervisors.
• Formulates, circulates, and posts vacancy announcements, schedules tests and interviews, and manages logistic arrangements for selection panels.
• Screens received applications following specific criteria.
• Supports country offices in conducting interviews for core team positions.
• Sends regret letters and performs background and reference checks.
• Maintains a pool of potential candidates for all posts.
• Supports the Regional HR department in ensuring that appropriate and substantive performance appraisals and professional development plans are in place and implemented.
• Assists in the design of a JRS orientation and onboarding programme for staff across the region.
• Supports the Regional HR Officer in staff on-boarding activities including liaising with departments and following up on activities.

3. Administration
In collaboration with the Regional HR Officer:

• Administers health insurance coverage plans of Regional Office staff members and international staff working with JRS in the region and provides supports to the countries in their local insurance packages.
• Maintains a calendar of public holidays and communicates these to staff following JRS holidays and leaves policy.
• Maintains accurate and up-to-date Regional Office staff files.
• Reviews and updates archiving of staff files on a yearly basis and follows up on the archiving process with the countries.
• Ensures that Regional Office staff are using and benefiting from their available balance of leaves and ensures proper recording and archiving of staff leaves.
• Follows up on Regional Office staff attendance and commitment to work schedule.
• Prepares Regional Office staff monthly timesheets and pay slips to be validated by the Regional HR Officer.
• Reviews and updates regularly Regional Office staff list and follows up with the countries on their relevant lists.
• Maintains an updated list of JRS MENA HR staff and communicates updates to the International Office HR department.
• Handles NSSF requests (registration, withdrawal, family/parents’ enrolment, etc.) and submits filled MoF requests to the finance department.
• Issues and renews staff contracts/agreements and amendments/addendums.
• Prepares any requested letters for Regional Office staff.
• Follows up on JRS signatures lists with the Regional Office Administrator and Accountant and Country HR Officers.
• Communicates JRS email accounts requests to the International Office.
• Ensures update and revision of Regional Office emailing lists.
• Provides HR administrative support to the Regional Office team.

4. Collaboration with Country/Regional Team:

• Works closely with other staff in the Regional Office to fulfil key functions and to ensure successful operations.
• Attends regular team meetings, planning meetings, and workshops as required.
• Maintains regular communication with the Regional HR Officer for support, reporting, and sharing of any HR updates, issues, and developments in the region.

Undertakes any other duties that are within the ambit of the position as assigned by the Regional HR Officer.

Qualifications, Skills, and Personal Attributes

• University Degree in Human Resources management, Business Administration, or any other related field.
• At least four years of practical work experience in the area of Human Resources.
• Demonstrable experience of, and capacity for, working collaboratively as part of a team.
• Fluency in verbal and written Arabic and English.
• Proficiency in Microsoft Office, particularly Word and Excel.
• Demonstrated ability to work in limited resources settings.
• Demonstrated ability and experience of working in a multi-cultural environment.
• Excellent interpersonal skills that build trust and instil confidence.
• Excellent time management, planning and organizational skills.
• Ability and willingness to travel to JRS project sites and adapt to modest living and working conditions.
• Strong ability to work independently, organize work, meet deadlines, and work under pressure.
• Strong dedication and commitment to staff care and support.
• Service-oriented, collaborative, creative and charismatic.
• Highly organized and diligent, attention to detail and follow through.
• Working experience with faith-based organizations is an asset.

Core Values and Ethics

• Commitment to JRS’s mission, vision and values; ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people and to advocate for their right to protection and a life in dignity.
• Trustworthy and good listener.
• High sense of discretion in dealing with confidential matters at all times.
• High integrity and honesty; ability to deal tactfully and discreetly with people, situations and information.
• Acceptance of diversity and inclusion as core values.