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Regional Human Resources and Administration Officer

Vacancy #:   3968
Unit:   West Asia Region
Organization:   International Union for Conservation of Nature (IUCN)
Location:   Regional Office for West Asia, Amman, Jordan
Reporting to:   Regional Director, a.i. - West Asia
Work percentage:   100%
Grade:   P1
Expected start date:   01 March 2019
Type of contract:   Fixed-term (24 months with possibility of renewal)
Closing date:   17 February 2019
BACKGROUND
JOB DESCRIPTION
POSITION TITLE: Regional Human Resources & Administration Officer

JOB FAMILY: Human Resources

GRADE: P1

LOCATION: Amman, Jordan (ROWA Regional Office)

DURATION: 2 years with the possibility of extension


Under the overall guidance of the Regional Director, ROWA Regional Office, the reporting responsibilities of this position are as follows:

Direct Reporting Line Reporting Areas
Regional Director, ROWA All matters included in this document
Functional Reporting Line Reporting Areas
Human Resources Manager, Europe and the Middle East Operational HR

- Direct reports indicate those staff members this position directly reports to, and is responsible for performance appraisals of this position.
- Functional Reports indicate staff this position reports to or interacts with and who this position is accountable to for the specific function.

COMPLIANCE WITH THE DELEGATION OF AUTHORITY

The Regional Human Resources Officer is expected to comply with the IUCN Delegation of Authority (DOA) policy, current at any particular time, and the sub-delegations issued thereof. Such compliance must be exercised with due diligence and regard for the letter, spirit and purpose of the DOA.

RESPONSIBILITIES

The Regional Human Resources Officer ensures that the HR requirements under the Host Country Agreement with Jordan are honored and that appropriate liaison occurs with Kingdom of Jordan offices such as the Ministry of Foreign Affairs and the Department of Immigration. The officer has a direct reporting line to the ROWA Regional Director, and a functional reporting line to the Head of HR for Europe and the Middle East.

The Human Resources and Administration Manager will be responsible for supervising all Human Resource Development and Administrative functions for the Regional Office. This position will have staff management responsibilities.

SPECIFIC TASKS

1- Human Resources
o Ensure implementation of and compliance to human resources policies, systems and practices in alignment with the business plan, and compliant with the legal environment (incorporating equal opportunity and gender concerns) to enable staff to perform at their highest capability both individually and in teams in IUCN ROWA;
o Advise line managers and staff on the interpretation and implementation of IUCN’s HR policies and procedures.
o Develop, maintain and strengthen high level relationships with Jordanian Ministries relating to labor and employees in ROWA region.
o Ensure IUCN complies with all local labor laws. Suggest changes to current policies and benefit structure in case of any revisions to the local laws. Registration of all staff members with appropriate authorities as needed and oversee the provident fund contributions are administered as per the prevailing laws.
o Coordinate the annual Talent Review exercise in ROWA and ensure adherence to IUCN’s Performance Management System,
o Ensure timely performance evaluations and goal setting for direct reports and providing relevant inputs on evaluations and goal setting for functional reports.
o Provide guidance to line managers and staff on performance management and the application of individual work plans, performance improvement plans and performance reviews.
o Develop and maintain up-to-date compensation and benefits monitoring reports of existing staff as a tool for comparison and analysis.
o Execute and manage the overall recruitment process from vacancy announcement to job offer and induction for new staff and for resourcing needs that come within the purview of the HR role for IUCN ROWA.
o Work in partnership with line managers to develop recruitment plans and advise on the advertising and selection process and tools, conducting long-listing and short-listing of job applications and participating in interview panels for IUCN ROWA.
o Administer a system for the recruitment of consultants and preparation, management & monitoring of consultancy contracts between IUCN ROWA and other organizations or individuals.
o Oversee the contract and benefits administration in regard to issuance, renewal and revision for contracts (staff, consultants, interns, JPOs, secondees, etc) that come with the purview of IUCN ROWA.
o Ensure departure processes, end of contract payments and exit interviews are conducted for staff leaving IUCN.
o Draw the attention of Regional Director in a timely manner to any instances of HR risks, issues, legal compliance, performance and conduct, employee relations, among others, and recommend possible resolutions

o Provide HR management information reports to senior management team as required.
o Conduct capacity building needs assessment, develop and facilitate implementation of the capacity building plan. Identify learning and training opportunities for staff internally and externally.
o Support line managers in team building, conflict and leadership management, and other related issues staff events and non-financial rewards (appreciation etc.) to keep staff energized and motivated.
o Take a lead in managing relationships between staff and needs of the larger organization. Evaluate office culture and provide recommendations on changes to accomplish organization goals and objectives.
o Oversee the payroll process in IUCN ROWA
o Formulate and implement training & development programmes and succession plans to continuously upgrade organizational and individual capacity in IUCN ROWA.
o Develop and maintain close working relationships with other human resources peers within IUCN to ensure best practices are learnt and shared.
o Perform other duties as may be reasonably required


2. Administration

o Develop, maintain and strengthen high level relationships with Jordanian Ministries as relevant.
o 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.
o Ensure that the IUCN’s Office is well maintained. Develop and implement the necessary routine office procedures and systems to ensure the smooth running of the administrative and general services aspect of the office.
o Oversee the development and maintenance of information technology infrastructure within the office and ensure that such systems comply with the local regulations and laws.
o Provide advice and guidance on local legal issues relating to IUCN staff, participants, and visitors to Jordan and ensure timely alerts on all relevant legal matters relating to IUCN office in particular and Jordan in general.
o Provide supervision and monitoring of Fixed Assets inventory system being maintained. Ensure that the inventory system follows the steps outlined in IUCN and donors guidelines.
o Provide supervision and guidance to all administration and general services staff.
o Facilitate and engage with tax authorities to ensure tax exemption for the regional office, and projects if required in collaboration with the Finance Team.
o Develop and maintain close working relationships with other office management peers both internally and externally to ensure best practices are learnt and shared.
o Carry out any other relevant tasks as required by and mutually agreed with your line manager.

3. Procurement, Insurance and Asset Management
o Oversee the placement of the insurance policies and ensure that IUCN policy on insurance as it relates to staff, assets, public liability, fire, accidents and vehicles is followed and that these insurance policies are current and adequate,
o In the event of any incident that may give rise to a claim, ensure that all the conditions relating to the policies are followed..
o Manage ROWA office building leases and negotiate for favorable terms.
o Oversee similar tasks in IUCN Project Offices in other countries of the ROWA Region.


POSITION REQUIREMENTS:
? A Graduate Degree in Human Resources Management, Psychology, Management, Public Administration, or a relevant field
? A minimum of 5 years’ relevant experience, inclusive of experience working in a regional/international organisation. Previous experience of working with government would be desirable, with at least 3 years’ experience in mid-level role
? Proven skills as an HR Generalist with proven experience and understanding of HR principles; experience of working with HRMS or similar HR tools
? Sound understanding of relevant legislation, policies and procedures
? Skills in team building, problem solving, time management, stress management and negotiations
? Highly motivated and results-oriented individual
? Fluent in English (verbal/written) with excellent communication and presentation skills
? Proficient in the use of computer applications including MS Office (Word, Excel and PowerPoint and other web-based management systems), Email, Internet and ability to learn other organizational applications.


The above job description contains the main duties and responsibilities for this position. However, in a relatively small organization such as IUCN, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular job description. Where any task becomes a regular part of an employee's responsibilities, the job description will be changed in consultation with the employee and the Human Resources Management Group.
REQUIREMENTS
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APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/


About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

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