Admin and Payroll Manager

Action Against Hunger (ACF) is a leading humanitarian and development agency working to combat the causes of hunger and malnutrition in over 46 countries worldwide. Eleven years into the Syrian conflict, more than 1.3 million Syrians have sought refuge in Jordan. This influx of refugees has strained Jordan's economy and resources, with Syrians often accepting worse working conditions and lower compensation than Jordanians and taking on low-skill, informal jobs in sectors such as in manufacturing, construction and agriculture. In 2022, Jordan had a 23% unemployment rate. For Syrian refugees, unemployment rates are significantly worse with 80% of Syrian refugees unemployed in 2021, up from 50% and 65% in 2019 and 2020.

Action Against Hunger has been operational in Jordan since 2014, delivering livelihoods, social protection WASH and MHPSS programming in Irbid, Zarqa, Mafraq, and Madaba governorates. Through its livelihoods and social protection program, ACF aims to improve the livelihoods status of Syrian refugees and vulnerable Jordanians through decent and sustainable employment opportunities; strengthening sustainable livelihoods and value chains and enhancing the capacity of local actors to promote economic opportunities and improve working conditions. So far, ACF has reached over 6,000 beneficiaries through its social protection and livelihood activities in 2022. Action Against Hunger is also an active member of the Livelihoods, Basic Needs, Food Security and Durable Solutions Working Groups; Graduation Approach and Vocational Training Taskforces; and Common Cash Facility Steering Committee.

ACF is looking for its operations in Jordan for Admin and Payroll Manager

Main place of work: Amman with regular visits to ACFs offices

Position Overview:

Ensure the quality and compliance of Human Resources management through direct oversight of payroll, administration, and recruitment processes at the Country Office level

Responsibilities:

1) Payroll Management

• Control and validate the mission monthly payrolls, social security, and tax contributions.
• Review and validate the staff timesheet (GTA ) in collaboration with the finance department.
• Ensure proper update for national staff leaves on the HR system (Homere).
• Capitalize and prepare consolidated organizational charts for the mission.
• Prepare necessary HR files and reports in case of audits (or upon request).
• Ensure proper archiving of the HR and employees personnel files.

2) Administrative Management

• Monitor and update the contract management table of the staff (contract durations and extensions, performance evaluations, plan of actions, leave balance and planning, end of contracts).
• On boarding /off boarding of the new joiner /leavers (briefing/de briefing, ICT, exit interview).
• Provide the necessary documentation for the work permits and residencies issues/renewal.
• Support the program team with compliance, validation, and monitoring of HR related matter for Cash for Work project (contracts, renewals, timesheets, attendance, social security).
• Manage monthly per diem and cola payments for expats, and lead clearance processes in close coordination with HQ.
• Visitor arrival management (flight and hotel bookings, accommodation arrangements, and relevant payments).
• Maintain a professional and efficient office environment by supervising cleaning services, managing office supplies, and ensuring a positive atmosphere and well-organized workspace.
• Keep the HR database for Action Against Hunger up to date.

3) Support in the management of the recruitment process

• Support in the recruitment process and ensure proper and quality implementation of recruitment policy and procedures, including receiving RR, preparing recruitment plans, announcing vacancies, screening applications, planning and participating in interviews, sending offer letters, and conducting reference checks.
• Support in the drafting and weighing of job description
• Ensure regular check and routine verification of recruitment files.

4) Internal and external representation of the HR department 

• Serve as the focal point with social security department, ensure the respects of the local law of social security.
• Maintain good relation with the medical insurance company, ensure proper follow up for the addition /deletions, reimbursement and reception of forms/cards.
• Represent HR department in meeting with HR department (grants review meeting, all staff meeting, …)

5) Fulfil general responsibilities and contribute to broader Action Against Hunger Jordan operational quality and consistency

• Maintain the confidentiality of all sensitive information at all times
• Commit and comply with ACF policies, guidance, and procedures including but not limited to Internal Regulations (IR), Code of Conduct, ACF values, Safeguarding, Prevention from Sexual exploitation and Abuse (PSEA), Gender and Nutrition
• Commit to and comply with the organisation’s gender, age, and diversity principles and policies (working with people, communication)
• Support on the implementation and the promotion of ACF policies through daily activities and through the management of teams (managing performance and development)