Terms of Reference

OBJECTIVE

To provide a professional, business focussed organisational development and human resource management service, delivering a proactive and solutions based approach for resolving issues and ensuring that staff are effectively resourced, managed and developed to deliver organisational strategy

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ROLES & RESPONSIBILITIES OF THE WORKING GROUP

Policies and Labour Law:

• Advise staff on interpretation of Oxfam HR policies, procedures, systems and processes and Oxfam Staff handbook.
• Monitor and support the implementation of HR policies and procedures within programme and report non-adherence to the HR Officer.

Recruitment and onboarding:

• Assist other HR members in the recruitment process, including jobs posting, shortlisting, tests, and interviews scheduling, updating recruitment tracker, contacting candidates, and ensuring proper filing of recruitment records.
• Coordinate pre- employment checks, reference verifications and background screenings.
• Arrange with other support functions to ensure new staff logistics are prepared and ready upon new staff joining (Mobile, PC, ID, email, etc)
• Prepare and conduct induction plans as needed.

Staff Records and administrations:

• Support the HR Officer with staff onboarding and offboarding process including opening/updating their profile on PeopleSoft (GOLD) system.
• Ensure that personal files for all staff and volunteers are complete and up to date; and documents properly filed in individual staff files and online in box.
• Prepare correspondence such as employment letters,
• Prepare contracts and extensions drafts and follow up on the staff contracts end dates in coordination with HR Officer.
• Ensure soft and hard copies of staff personal files and medical claims are always updated and properly filed.
• Follow up on probationary periods, performance reviews, staff objectives and completion of mandatory training in a timely manner.
• Print out monthly payslips and distribute them among staff and make sure they are all signed and filed properly.
• Follow up on probationary period for all new joiners and make sure the database is updated on a timely manner.
• Organize and follow up on the submission and completion of timesheets to the Finance Department. And act as the focal point for any inquiry or request relating to this point.
• Participate in organizing any sort of training and capacity building tasks in coordination with the Country HR Officer.
• Liaise with medical providers ensuring a high quality of service is offered.
• help with audits and ensure confidentiality of sensitive HR data.

Volunteers’ management:

• Manage volunteers’ recruitment and onboarding processes under the supervision of the HR Officer
• Manage volunteer offboarding processes, timesheets, and payments.
• Track volunteers' change of status and update the tracking sheet accordingly.
• Support the HR Officer in preparing and collecting payroll documents.

Others:

• Undertake any other tasks at the request of the HR Officer.
• Cover for the absence of any of the HR team members when requested.

Qualifications

Essentials

• Generalist HR experience, and good knowledge of recruitment procedures.
• Intermediate HR experience.
• Fluency in English and Arabic.
• Good knowledge of staff benefits management.
• Very good computer skills in Microsoft Word, Excel, and Power Point.
• Previous experience in any of the refugee camps.
• Detailed-oriented, good organizational skills and ability to meet deadlines.
• Ability to work as a member of a diverse team.
• Understanding and commitment to cultural sensitivity, gender equality, diversity issues and principles of equal opportunities.
• Good knowledge of Jordan Labor Law and HR best practices.
• Confidentiality, diplomacy, and good interpersonal skills.
• Initiative to take responsibility and work with minimal supervision.
• Has a strong customer orientation and focuses on customer needs and satisfaction.

Nonessentials

• Overcomes challenges, despite hurdles, and resolves challenges consistent with Oxfam's values and ways of working.
• Good networking skills.
• Able to use available technology appropriate to own role.
• Proactively shares own know-how with other colleagues.
• Develops job knowledge and expertise through continual professional development.
• Ability to gather and analyze critical information for reporting and designing systems.
• Ability to support staff from a distance.

HOW WE INCORPORATE OUR VALUES, FEMINIST PRINCIPLES AND DECOLONIZATION 

For all our Transforming Business Support Human Resources Working Groups and Core Group. 

While this is our current stance, we are committed to continuous learning and improvement. We are dedicated to enhancing our understanding of integrating feminist principles and decolonization into our daily work. As we actively learn, we will update sections in this document to reflect our progress. 

All Oxfam Values, Equality, Solidarity, Courage, Inclusiveness, Empowerment, and Accountability are not just words but the very fabric of how we work. People & HR TBS are key in reflecting changes required in the harmonized procedures. All TBS HR WGs will verify that any update is consistent with our values, feminist principles, and the Oxfam Code of Conduct. When considering decolonial feminist principles in practice, Gender Justice Feminist Futures Strategy might also inspire us in this exercise. 

Equality: “We believe everyone has the right to be treated fairly and to have the same rights and

We believe in treating everyone fairly with equal rights and opportunities. Equity goes further by recognizing diverse circumstances and providing tailored resources to achieve equal outcomes. The principle of equity helps us achieve equality.

Decolonial Feminist Leadership:

We aim to practice leadership that is aware of power dynamics and strives for collective decision-making. This approach empowers others by sharing power and enabling individuals to make decisions.

Accountability: The working groups will enable transparency by clearly documenting all processes, including Terms of Reference (ToRs), work plans, stakeholder feedback, approval processes, and final implementation plans. This ensures that all documentation is accessible to all involved.

Inclusivity: We commit to the principle of "Nothing about Us without Us," ensuring active participation from CCRs and historically marginalized groups. While improving policies, we will balance inclusivity with efficiency to avoid overburdening CCRs. This includes ensuring diverse representation within working groups (e.g., gender, geography, ethnicity) and allowing time for translation and asynchronous participation when needed. All final outputs (e.g., policies, guides) will be made available in the four official languages, with relevant webinars conducted in those languages.

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. 

A thriving diverse Oxfam:

It’s people power that brings about change. To play our part as a global organisation working to overcome poverty and inequality, we need equality, diversity and inclusion across our community of staff, partners and volunteers. Together, we’re committed to becoming a more diverse workforce, better able to tackle the global challenges that face our world today.

To do that:

• We need to dismantle the unequal power structures that exist everywhere, this including Oxfam and the wider development and charity sectors.
• We need an inclusive Oxfam where everyone can bring who they are to our work and feels celebrated for the differences they bring.
• We want and need everyone, and that means we need you.