Admin and HR Officer - National Staff

Position Title: Admin and HR Officer

Location: Jordan (national)

Period: 12 months – renewable

Gross Salary range: 1100-1200 JOD

Closing date of the vacancy: Sunday 4^th October

Main purpose: Plan and implement HR, administrative and day-to-day operational activities, in accordance with UPP protocols and standards, ensuring effective management of human resources and administrative processes for UPP projects in Jordan.

Context Presentation: Un Ponte Per ETS (UPP) is an international humanitarian organization, with Headquarters in Italy. Originally named Un Ponte Per Baghdad (A Bridge to Baghdad), the association became Un Ponte Per after the extension of its work to other Mediterranean countries. UPP ETS is currently active in Iraq, Syria, Jordan, Lebanon, Palestine, Serbia, Kosovo, Tunisia, and Ukraine alongside civil society organizations, with a strong localization approach. UPP strongly rejects war as a solution to international and national conflicts. It exerts relentless efforts with the ultimate objective of preventing armed conflicts and developing more equal and peaceful coexistence. The NGO acts through awareness campaigns, cultural exchanges, humanitarian and development projects, peacebuilding programs, and the creation of social justice networks. In Italy and in Europe, UPP works to promote peace and disarmament, human rights, refugees and migrants’ inclusion, and ecological transition. In Jordan, it has been active since 2005 with a strong focus on the protection of women and girls, refugees, and people with disabilities (PWDs). For further information, please refer to our website: www.unponteper.it/en/.

Main Tasks

Administration

·        Support the budgeting of new project proposals and project reallocations, providing relevant administrative inputs and incorporating revisions from HQ and senior management.

·        Carry out regular administrative and financial controls, ensuring compliance with UPP procedures, donor requirements and applicable regulations, and reporting potential risks or discrepancies.

·        Support Project Managers and project administrative staff in the preparation, collection and verification of financial and administrative documentation for project reporting, audits and donor compliance.

·        Support procurement and the administration of suppliers, service providers and contractors, ensuring compliance with relevant procedures and documentation requirements.

·        Provide administrative guidance, briefing and training to project and office staff and, when required, to local partners on UPP administrative, accounting and logistics procedures.

·        Support the Head of Administration and Finance at HQ and the Country Administrator in preparing the mission’s annual budget forecast and monitoring budget allocations and coverage.

·        Liaise with HQ, donors, local authorities, suppliers and other relevant stakeholders on administrative and financial matters, and support the preparation of audits and assessments.

·        Ensure the proper filing, archiving and transmission of financial, accounting and administrative documentation, including the submission of originals to the Coordination Office.

HR

·        Maintain and regularly update the local personnel register, HR database and personnel files, ensuring accurate, complete and confidential staff records organized by project.

·        Support the preparation, renewal and amendment of staff contracts, ensuring compliance with Jordanian labour and fiscal legislation and UPP procedures.

·        Collect and verify timesheets, attendance records, leave requests and other personnel documentation, ensuring timely and accurate submission.

·        Support the monthly payroll process, including the preparation and verification of payroll data, salaries, payslips and related tax and social security documentation, in coordination with HR/Finance.

·        Support recruitment and onboarding processes, including the collection and verification of staff documentation and preparation of personnel files.

·        Support staff and managers in the application of HR policies, procedures and internal regulations, providing guidance on personnel-related matters.

·        Carry out and support staff vetting and due diligence procedures, ensuring compliance with UPP policies and donor requirements.

·        Support the implementation and dissemination of UPP standards and policies related to Anti-Fraud, Anti-Terrorism, Anti-Corruption, Whistleblowing, Anti-Money Laundering, Ethics, Good Business CoC and UPP’s Standard of Conduct.

·        Participate in coordination and dissemination meetings and perform other duties assigned by the Head of Administration and HR or Country Administrator, in line with the responsibilities of the position.

Essential Requirements

·        University degree in Business Administration, Economics, HR, Accounting, Management or other relevant fields

·        At least 2 years of relevant professional experience in administration and HR management, in similar contexts

·        Previous experience in HR administration, including personnel records, employment contracts, payroll, timesheets, leave management and staff documentation

·        Knowledge in tax exempted projects

·        Knowledge of donor compliance and administrative procedures

·        Effective financial management skills and knowledge of finance systems and procedures

·        Excellent organizational and planning skills with the ability to coordinate activities and teams

·        Good literacy, numeracy and IT skills including Excel

·        Very good command of English, both written and spoken

·        Ability to demonstrate initiative and offer a solution-oriented approach

·        Ability to prioritize work, meet deadlines and work calmly under pressure, while maintaining flexibility and high spirit

UPP requires criminal background check certificate (released max 3 months before the date of job offer) to confirm a job offer. We are aware that in some countries the release of criminal background certificate by the competent authorities might require several weeks. However, UPP runs selections to deploy staff in emergency programs and time-lapse between job offer and field deployment is often very short. Thus, we kindly ask all candidates to get prepared on time and be able to submit their certificate promptly in case of success in the selection.

OTHER REQUIREMENTS:

Un Ponte Per is an International NGO committed to diversity and inclusion within its teams, in line with the principle of non-discrimination. UPP encourages all candidates irrespective of gender, religion and ethnicity including persons with disabilities to apply and become part of the organization.  

Ethical Conduct & Safeguarding

UPP takes a zero-tolerance approach to any form of Sexual Exploitation, Abuse and Harassment (SEAH), Child Abuse, Neglect, Exploitation, and Physical/Emotional Harm, including online abuse, and is committed to recruiting only those suitable to work with children and the communities we serve.

As a participant in the Inter-Agency Misconduct Disclosure Scheme (MDS), UPP systematically requests information from previous employers on any substantiated findings of SEAH or serious breaches of child safeguarding, reserves the right to contact any organisation a candidate has worked for, and requests data on investigations ongoing at the time of their departure. All posts are subject to vetting checks including criminal records disclosure and screening against anti-terrorism, anti-money-laundering, anti-corruption, and anti-fraud sanctions lists. Shortlisted candidates must provide a criminal background check certificate issued no more than three months before the job offer; candidates are encouraged to obtain this in advance as processing times vary.

By submitting an application, candidates confirm their understanding of these procedures, authorise UPP to conduct all mandatory inquiries, declare that they have never committed or been subject to findings of SEAH or Child Abuse, Neglect, Exploitation, or Physical/Emotional Harm. All selected candidates are expected to work in accordance with UPP's Code of Conduct and all PSEAH and Child Safeguarding policies. Only shortlisted candidates will be contacted.