JOB DETAILS

LOCATION: Jerusalem or Ramallah 

CONTRACT TYPE: One Year Fixed-Term Contract

JOB FAMILY: Business Support

ONE OXFAM GRADE :  D1

DEPARTMENT:

GLOBAL PROGRAMMES                                                                    

TEAM: HR

SALARY:  126,944 ILS per annum

HOURS: Full time – 40 hours a week

FLEXIBLE WORKING

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you. We think this role would work particularly well as a fully Office-based.

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

TEAM PURPOSE:  To provide a professional, business-focused organisational development and human resource management and administration management service, delivering a proactive and solutions-based approach for resolving issues and ensuring that staff are effectively resources, managed and developed to deliver organisational strategy.

JOB PURPOSE: Provide support to the implementation of organisational HR policies and initiatives, and maintaining organisational HR standards in all processes.

JOB REPORTS TO

HR, People & Culture Manager

ROLES REPORTING TO THIS JOB

Cleaner

BUDGET RESPONSIBILITY

NA

GEOGRAPHICAL SCOPE

Jerusalem/Ramallah

IMPACT

Internally focussed

KEY STAKEHOLDERS

Staff- Partners – GHT – Regional HR- HQ HRBP – other NGOs HR Staff.

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

Support managers and staff on people management

• Pro-actively advise all managers and staff on Oxfam HR policies, conditions of employment, staff handbook, performance management, learning and development, and ensure proper application
• Ensure having the latest information on HR policies, conditions of employment, learning and development opportunities, etc.
• Where required deliver workshops on HR policies and procedures

HR Planning

•  Ensure organograms are up-to-date and match staffing levels and costs

• Support in research, and collating information needed for strategic planning for the country programme and HR strategy. 
• As needed provide analytical reports on HR-related data, metrics and trends to support decision-making, workforce planning and development.
• Lead the planning, delivery, and implementation of country HR initiatives (staff events, team building, HR system pilots...)

Resourcing

• Work with recruiting managers to plan recruitment campaigns, oversee drafting of Job Profiles, write job adverts, advertise vacancies using creative and appropriate recruitment sources, ensure effective shortlisting and selection processes take place and participate in interview panels.
• Ensure Oxfam recruitment procedures are followed and that managers are guided in following Oxfam procedures.
• Ensure that appropriate reference checks are made and ensure proper filing of recruitment documents.
• Monitor staff deployment and handle related administrative actions including preparation of reports, to support efficient HR service (secondments and internal deployments...)
• Support and communicate program assignments with GHT teams.

Contracting and Induction

• Prepare job offers and contracts of employment.
• Ensure that staff have contracts before they start working, and that all related paperwork is complete
• Assist managers in setting up and implementing an induction programme for all new employees, consultants, volunteers.  The induction programme should include Oxfam knowledge in general, HR subjects, programme and support services information and job-related information
• Contribute to induction sessions on behalf of HR (Provide induction on HR Policies and Procedures/NSTC, Code of Conduct, Safeguarding and other important policies)
• Ensure that newly recruited staff fill and submit necessary documents prior to recruitment, and that mandatory trainings are completed once onboard.

Annual pay review

• Arrange for collecting and collating information for the annual pay review when requested.

HR Administration

•  Prepare and review payrolls and ensure accurate calculation of allowances, deductions, Salary changes, and benefits as per the set NSTC.
• Track and follow up on staff attendance sheets
• Ensure enrolment of employees in required schemes (National and/or Oxfam schemes)
• Ensure accurate administration of medical benefits and other benefits
• Provide monthly HR Management Information reports as required
• Provide regular information to managers on end of contract dates and end of probation dates, and make sure that managers complete probationary assessment on time and submit the documents to HR.
• Process medical claims, coordinate with the insurance company re staff claims reimbursements
• Oversee record keeping through personnel files and/or Insight that adheres to required Oxfam, donor, and local law regulations.
• Use HR management systems for reviewing, entering and updating a variety of HR data including monitoring various deadlines (e.g. contract extensions, end of probations, allowances...).
• Co-ordinate the maintenance of confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the Oxfam standards.
• Support the offices in administrative and legal matters, and prepare official letters, HR memos, employee termination notices, ...etc.

Performance Management

• Ensure that performance management processes are known to managers and staff and implemented. 
• Follow up with managers on all aspects of the performance management cycle: setting goals, giving feedback, addressing poor performance, interim review and annual review.
• Discuss with managers training needs for groups and individuals and support in organising training (within budget limits)

HR Systems Administration

• Ensure that all HR systems are updated with employee’s data.
• Continuously test and suggest changes to make the systems applicable and user friendly

• Regular follow up on the system developments and enhancements, and monitor the technical issues to be fixed in coordination with system administrators

Learning and Development

• Assist in setting up comprehensive country training plan, based on annual performance reviews
• Provide information on L&D opportunities, including courses available on-line (E-learning), information on managing people in Oxfam.
• Assist on the training and professional development needs assessment and analysis.
• Assist in organising workshops on various HR topics
• Verifying training requests after matching it with the staff development plan.

Health and Safety

• Assist in ensuring that minimum health and safety requirements are being adhered to.
• Provide guidance, assess needs, including in terms of safety and wellbeing.

Employee and Workplace Relations

• Support with employee relations’ cases including grievances, disciplinary procedures, performance issues, redundancies, dismissals.

Leavers and Exit Procedures

• Ensure the leavers procedures are followed
• Ensure exit interviews are carried out with all staff leaving Oxfam, undertake the analysis of information provided and present to CMT on a quarterly basis.

Partner Organisations

• Capacity building of partner organisations in the area of HR administration and HR management as required
• Any other reasonable task assigned to you by your line manager or designated person.

EXPERIENCE, KNOWLEDGE & COMPETENCIES

ESSENTIAL

• Bachelor’s degree in Human Resources, Business Administration or a relevant field.
• A minimum of 5 years previous experience within HR and administration
• Strong understanding of Local Labour law, contractual law and its practical application within the workplace
• Experience of handling employee absence, performance management, discipline and grievance issues and redundancy process.
• Strong experience of managing recruitment processes from start to end
• Skilled communicator with experience of delivering short workshops or training sessions
• Ability to produce clear written communication, with experience of drafting HR policy and non-standard contracts
• Demonstrated track record of improving HR practices and operational procedures
• Proven ability to plan, organise and prioritise work.
• Strong self awareness and interpersonal skills
• Experience of working in a multicultural team environment with both national/global staff
• Ability to communicate in English and Arabic clearly, both verbally and in writing and with all levels of staff, including at a distance
• Ability to influence and motivate others to achieve results, advice and support on human resource issues
• Able to remain calm under pressure and often in difficult circumstances
• Ability to work effectively as a member of a team
• Ability to maintain confidentiality
• Skills in IT and numeracy for reporting and reward calculations
• Gender and cultural sensitivity, commitment and an understanding of the values of Oxfam and the principles of equal opportunities.

Desirable

• Experience of working within an international Humanitarian or Development NGO.
• Full qualification in Human Resources Management
• Learning & Development knowledge