HR Assistant

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

BACKGROUND:

In 2007, the IRC began providing humanitarian assistance to vulnerable and crisis-affected people in Jordan in response to an influx of Iraqi refugees and the strain on host communities. Following the eruption of the Syrian war in 2011, hundreds of thousands of refugees crossed into Jordan. The ongoing insecurity in Syria and the growing needs of refugees have strained Jordan’s resources and infrastructure and exacerbated pre-existing issues like water scarcity and high unemployment.

As resources become more limited, refugees and host communities have fewer economic opportunities and become more vulnerable. The IRC’s strategy for Jordan shows our commitment to improving the safety, health, education, and economic well-being of people affected by conflict, in camp-based (Za’atari camp) refugees and urban-based refugees as well as vulnerable Jordanian host community, in coordination with the humanitarian community and the Government of Jordan. Simultaneously, IRC in Jordan is pivoting to a more long-term resilience/development programming responding to the context in Jordan and the worsening vulnerabilities faced by refugees and vulnerable Jordanians.

JOB OVERVIEW/SUMMARY:

The HR Assistant supports the full scope of HR operations, including HR administration, HRIS maintenance, records and documentation management, leaves and timesheet administration, and employee onboarding and offboarding. The role also provides comprehensive support in recruitment for staff, volunteers, incentive workers, and service contractors, ensuring timely processing, full documentation, and adherence to HR policies and procedures. The HR Assistant contributes to efficiency, compliance, and positive employee experience throughout the employment and engagement cycles.

Main Responsibilities:

HR Operations

• Support the daily operations of HR functions and duties to ensure smooth and efficient departmental performance.
• Organize and maintain both digital and physical HR documents, ensuring accuracy, confidentiality, and accessibility for current staff and leavers.
• Maintain and regularly update employee records, personnel files, onboarding documents, compliance forms, and the master employee data sheet.
• Ensure staff data and records on the HRIS and HR portal are accurate and up to date.
• Provide information and guidance to staff and supervisors regarding HR policies, procedures, and work-related matters.
• Prepare official HR documents such as employment certificates, experience letters, status change forms, and other requested letters.
• Update staff mailing lists and distribution lists on a monthly basis.
• Coordinate and track mandatory training requirements (e.g., IRC Way, compliance training) and ensure timely completion by all staff.
• Verify and process monthly timesheets and ensure all leave requests are accurately submitted and recorded in the HR system.
• Work closely with the Partnerships team to conduct Partner Project Capacity Review (PPCR) assessments and follow up on approved action plans.
• Contribute to HR projects, process improvements, and organizational initiatives as needed.
• Support Learning & Development to ensure timely completion of orientation, goal setting, and performance management processes.
• Ensure performance goals and evaluations are submitted, documented, and filed in personnel folders.

Talent Acquisition/ Recruitment

• Support recruitment efforts by scheduling interviews, coordinating with candidates, and preparing required documentation.
• Participate in interviews when required and ensure full documentation for each stage of the hiring process.
• Maintain organized recruitment folders and ensure all documents align with recruitment policy and compliance requirements.
• Support in preparing contracts, agreements, and other recruitment-related documents.
• Contribute to HR initiatives and projects aimed at improving processes, workflows, and HR service delivery.

Onboarding & Offboarding (Staff, Volunteers, Incentive Workers, Service Contractors)

• Coordinate the full onboarding process, including preparation of welcome materials, system access, orientation schedules, and completion of required paperwork.
• Manage the full offboarding process (staff, volunteers, and contractors) including exit clearances, exit interviews, final settlement preparation, experience letters, and proper filing according to offboarding SOPs.
• Coordinate for the training sessions and follow up and ensure that all employees took the mandatory training (IRC way. etc.)
• Collect and check all timesheets on monthly basis, ensure the leaves are submitted in the system

Volunteers, Incentive Workers & Service Contactors Management

• Manage the full recruitment and selection process for volunteers, incentive workers, and service contractors.
• Prepare agreements, ensure all required documentation is complete, and facilitate onboarding and orientation (including IRC Way sessions).
• Act as the focal point with UNHCR and abide by their policies and guidelines while hiring volunteers in the camp.
• Ensure monthly payments for volunteers and service contractors are prepared accurately and coordinated with line managers and the Finance Department.
• Handle contract issuance, renewals, extensions, and amendments for volunteers, incentive workers, and consultants.
• Oversee the offboarding process for volunteers and incentive workers, including clearances, experience letters, and final documentation.
• Maintain accurate records and files for all volunteers, incentive workers, and service contracts.
• Perform other job-related tasks as requested by the supervisor.

KEY WORKING RELATIONSHIPS:

Position reports to: Senior HR Coordinator

Position directly supervises :none

Indirect Reporting: none

Other internal: All field and Amman staff

Other external: Relevant stakeholders, both government and INGOs.

REQUIREMENTS:

• University Certificate in Human Resources, Business Administration, or a related field or relevant experience in human resources.
• Minimum of one year of experience in Human Resources Management, preferably within an INGO or humanitarian organization.
• Ability to work under pressure, adapt to changing environments, and demonstrate flexibility.
• Strong sense of personal integrity.
• Fluency in Arabic and English.
• Strong problem-solving skills with the ability to improvise and handle unforeseen challenges.
• High level of cultural awareness, sensitivity, and professionalism.
• Excellent teamwork and interpersonal skills.
• Proficiency in MS Word, Excel, Outlook and PowerPoint is required.
• Strong sense of personal integrity and commitment to confidentiality.

Working Environment: This position is based in Amman / Jordan. The security situation in the IRC intervention areas is calm and the security department of IRC shares regular security updates to keep the management and staff informed about the new developments.

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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