HR Administration Assistant

Family: HR/Admin
Level: 2C - OCBA
Workplace: Amman-Jordan.
Reports to (Hierarchical): HR Coordinator - AMSO
Reports to (Functional): HR Coordinator and HR Support - AMSO
Duration: Until end of June 2027.
Context: Amman – Hub
MSF has been present in Amman since 2006 with different missions and OCs and since 2015 with delocalized HQ offices.
In 2018, MSF signed a Host-Country Agreement (HCA) with the Jordanian authorities and consolidated its presence in the country becoming one of the MSF Hubs around the world with the aim to support the quality of our operations in the region and beyond.
Today, Amman Hub is a complex setting including the presence of 5 OCs with Operations and Organizational Support:
Units: OCA MENA office, OCBA CAHM (Centre for Advanced Humanitarian Medicine), OCG MESO (Middle East Support Office), Operational Cells: OCBA Cell 1 (Afghanistan, Yemen, Palestine, Syria) and OCG Cell 5 (Iraq, Lebanon, Yemen).
Missions: OCP Jordan (Reconstructive Surgery Hospital), OCBA Syria mission (remote) and ad hoc temporary hosted missions including OCA Gaza mission (e-response), OCB and OCP Syria mission, OCBA Palestine/Yemen, OCG Lebanon/Yemen/Iran/Iraq/Sudan, OCA Yemen.
· An intersectional Amman Mutualized Support Office (AMSO): for Finance/HR/Admin/Log/Supply/ICT that supports OCA, OCBA and OCG teams in Amman.
· Hosted positions from different OCs and the International Office.
· Amman Mutualized Support Office (AMSO):
The AMSO is an intersectional unit, the purpose of which is to support MSF teams based in Amman to fulfil their role amid the growing complexity of MSF interventions and new challenges in the Middle East and beyond.
AMSO provides direct support in terms of HR, Administration, Finance, Logistic, Supply and ICT to 3 OCs (OCA, OCBA and OCG), as well as hosting entities and staff that might need to be temporarily relocated to Amman.
The main objective of the AMSO is to enhance coherence, efficiency, as well as adaptability and resilience to respond to growing needs and unplanned events.
AMSO is managed by a Head of Resources who currently operates under the direct supervision of OCA Head of Bureau, while the ownership of the AMSO belongs to the 3 OCs represented by the 3 the leaders of the three OCs organized in a Steering Committee.
After two years of running, and despite big achievements in terms of policies harmonization and streamlining procedures and tools, there is still a lot of work to do. Growing ambitions in Amman and in the region by some OCs, compounded with a destabilized region, has implied a permanent increase of volume and complexity of the work for the team: increase of more than 100% (37 to 79) of the number of people supported in 3 years, high turnover and hosting has become an activity in itself (we have hosted over 80 people since 2022, including 5 OCs, Lebanon teams, E-pool, CIMTs, etc.).
Objectives of the position:
Within the AMSO and under the direct supervision of the HR Coordinator and HR Support AMSO, the HR Administration Assistant will be supporting of the implementation of the following HR Administrative activities:
· Movements
· Accommodation
· Cleaning and upkeep of facilities
· Management of Cleaners
· Events management (Training/Meeting/Workshop/Press Conferences)
Key Responsibilities:
The HR Administration Assistant will be specifically in charge of all visitors (including for events) and hosted staff. S/He will support the HR Support AMSO for permanent staff as defined above if relevant and possible.
1) Movements:
• Coordinating visitors and staff’s movements (Jordan and foreign visas, work/residency permits if relevant, plane tickets, taxis, accommodation, travel letters, allowances, per diems, briefing plans, contact lists, Welcome in Amman, invoices verification, etc.) in coordination with the concerned people, missions, headquarters and other MSF entities
• Gives feedback on the implementation, document relevant information and support the HR Coordinator AMSO for the following tasks:
Designing associated processes and procedures to ensure the smooth running of MSF's activities.
Ensuring contact with MSF Jordan Protocol Office and external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies…).
2) Accommodation:
• Managing visitors and hosted staff accommodation when required (housing/rooming assignments, ensuring proper management of hotel lodgings and apartments (furniture, equipment, cleaning, utilities, etc.) in collaboration with Facilities Management).
• Gives feedback on the implementation, document relevant information and supports the HR Coordinator for the following tasks:
• Assessing the possibilities and organizing another model of accommodation getting closer to an HQ set-up.
3) Managing the House Keepers/ Cleaners:
• Prepares the monthly roster for the Cleaners and to make sure the availability of replacement in case of any absence.
• Following up cleaning requests and any complaints received.
• Communicate daily priorities to the cleaning team.
• Records incidents, complaints, inspections and corrective actions.
• Provide feedback and annual evaluation when needed.
4) Cleaning and upkeep of facilities:
•Ensures cleanliness of offices and apartments, in collaboration with the cleaners (planning, cleaning materials and hygiene products supply in collaboration with Facilities team, small stock of hygiene products management in offices and apartments).
5) Events (Training/Meeting/Workshop/Press Conference):
• Managing (planning, implementation, follow-up and reporting) hosted as well as in-house organized events (training sessions, meetings, workshops and press conferences in Amman).
• Gives feedback on the implementation, document relevant information and supports the HR Coordinator for the following tasks:
Drawing guidelines, developing ways of working for hosted as well as in-house organized events (training sessions, meetings, workshops and press conferences in Amman.
• Assessing the market to choose or confirm the venue for the event and accommodation, including back-up plans.
6) Administration support:
• Maintain confidential staff documents.
• Based on HR Support AMSO’s instructions, to receive and to file all related staff files in the correct folders.
• Review documents of completeness before filing.
• Scan and digitize paper documents when required.
7) Others:
• Contra

Work arrangement
No