HR & Admin Officer

Who are we?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

Overall purpose of the role

To provide Human Resources and Administrative support in compliance with DRC's and local guidelines and procedures, playing a key role in the overall HR functions including staff recruitment, contracts preparations, staff leaves/attendance, timesheets tracking and smooth administration function to run the office.                                               

Duties and Responsibilities

General Human Resources

• Advises and assists management and employees in Human Resources related issues and concerns
• Reviews Human Resources processes and suggests improvements
• Implements DRC’s Human Resources systems and procedures for DRC in oPt as per the Operations Handbook, ensuring adherence to policies, guidelines and donor requirements and local labour
• Provides HR support to base/area offices as needed

Compensations & Benefits

• Manages, updates and processes the staff payrolls in close collaboration with the other departments, and ensures onward submission to finance department
• Ensures that all relevant deductions are affected on a monthly basis
• Prepares and submits required reports on a monthly basis for auditing purposes
• Ensures that records of all Human Resources related information is kept and sent on timely basis to relevant parties
• Preparing Dynamics Payroll in collaboration with Finance department ensure that payrolls are reconciled monthly

Development

• Assists in inducting training on Code of Conduct, Confidentiality, Conflict of Interest, etc. as needed
• Arranges timely induction and orientation sessions and code of Conduct Training for all new national staff according to DRC standards

HR Information System/ Employment Documentation

• Ensures all staff information are entered in DRC Dynamics HR and updated in a timely basis.
• Prepares staff contract and ensures any required documentation for extension of contract, end of contract, exit/ clearance are in place
• Supports in compiling recruitment documents, posting recruitment advertisements, orientation/induction processes, learning and development, performance management, maintenance of staffing tables and organizational charts and processing of contracts
• Registers all records of HR related information in oPt Office (HR database, leave and documents for personnel files, including interview records) are sent on timely basis by Managers and staff
• Maintains personnel files in the oPt Office, confidential central records of the Field Office processes including grievances and complaints and coordinate their resolution according to DRC’s CoC Reporting Mechanism.
• Preparing personal income tax per quarter, making sure all the data has been entered correctly.
• Prepare monthly tax calculations for both Gaza and oPt based staff on payroll and involve in payment process if needed.
• Support on preparing documentation for audit purpose

People Planning

• Assists in people planning activities (e.g. ensure job descriptions are in place for all roles)
• Provides guidance to hiring managers on job reviews and development of post descriptions

Performance

• Ensures that the performance appraisal process is conducted, and that there are learning and development opportunities available to the employee
• Assists line manager in launching and organizing annual Performance Appraisals and collates development plan

Recruitment

• Assists or drives recruitment processes for employments bands I, J, K and H as needed
• Validates job offers for successful candidates, reviews and recommends level of remuneration for new hires, coordinates the placement of volunteers in coordination with programme team, and administer their related issues

Well-Being

• Assists or drives people well-being initiatives
• Provides administrative support in the staff care sessions as needed
• Responsible for updating health insurance additions/deletions and monthly invoice.

Administration:

• Maintain and update lease agreements and coordinate lease renewals for office space, guesthouses, and other rented spaces.
• Serve as the point of contact for landlords.
• Coordinate the handover of leased properties and ensure that any security deposits are refunded on time.
• Ensure maintaining appropriate working space for all staff in the office and appropriate management of guest house.
• Support Administration department on Visa and Residency trackers and provide support for travel and hotel accommodation for DRC staff.
• Ensure overall efficiency by managing the administration function including inventory management for office supplies.
• Ensure that the office and guesthouse stocks and supplies are in place and that they are being used. All supplies recorded and maintain up to date.
• Ensure that all utility payments are made on time for both office and guesthouse.
• Organize meetings arrangement for the senior management team and provide other administrative support as needed.
• Monitoring staff ID and ensuring that all employees receive their ID on time.
• Staff's monthly phone credit card recharges and payment process are done on time.
• Support on updating staff contact list and notify line managers for further renewal or end of contract.
• Supports on other tasks when required and any other related tasks assigned by the line manager         

Experience and technical competencies:

• Minimum 2 years of relevant experience in Human Resources management, administration, change management, and/or organizational development
• Technical skills in managing compensation and benefits.
•  (I)NGO experience is preferred
• Excellent skill in MS Word, Excel and PowerPoint
• Experience using an online system for recruitments is ad advantage

Languages

• Advanced in written and spoken English
• Arabic

In this position, you are expected to demonstrate DRC’s five core competencies: 

• Striving for excellence: You focus on reaching results while ensuring an efficient process. 
• Collaborating: You involve relevant parties and encourage feedback. 
• Taking the lead: You take ownership and initiative while aiming for innovation. 
• Communicating: You listen and speak effectively and honestly. 
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: until May 31, 2025 with possibility of extension depending on funding availability

Position Band:  This position will be placed at Non-Management band (H)

Start date: December 2024

Duty station: Ramallah

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Nationals.

Application process

Interested to apply? All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: December 15, 2024

For further information about the Danish Refugee Council, please consult our website drc.ngo.