HR Officer & ED Assistant

A. Purpose of the Job

To ensure the Human Resources departments operations are running smoothly and effectively to deliver maximum value to the organization within the region. Provide Support to the Organisational Director in all project developments within the HR department.

To support the Executive Director (ED) and her/his SMT (senior management team) with day-to-day business in order to facilitate the effective execution of the work and enable his/her to lead and manage the organisation to deliver its agreed objectives.

B. Main Responsibilities

1. Director support

• Manage all matters relating to the administration of the Director's agenda and obligations according to good business practice and to enable the Director to work efficiently and effectively and within allocated budgets.

• Arrange and coordinate all aspects of internal and external meetings on behalf of the ED.
• Ensure efficient recording, dissemination of information and follow up.
• Prepare requisite details pertaining to external meetings by liaising with relevant people at external organizations regarding timings, agenda and other logistics.

2. ED Travel

• Organise all aspects of EDs travel, including visa application and liaison with external agencies, NROs and other host organisations regarding logistics as required.
• Ensure ED’s travel is communicated effectively to all concerned in order to ensure smooth transit and that time spent traveling is fully utilised.

3. Board and Governance responsibility

• Organize and co-organize with the ED Board meetings by proactively preparing time-sensitive and confidential material (e.g. meeting agendas, reports, spreadsheets, documents, and legal correspondence)
• Manage systematic archiving of all correspondence attached to governance procedures in line with constitutional requirements and within agreed timeframes.

4. Administrative systems

• Maintain administrative systems – including financial and human resources administration as required (specifically for ED and Board member) – and ensure effective access to up-to-date information for the ED and Board members.

5. Recruitment & Selection Processes

• Help to prepare Job Descriptions together with the Organisation Director.
• Help the Organisation director prepare the Job Grading according to Hay evaluation criteria for all the MENA region.
• Keeping the Grading Structure updated for all the MENA region.
• Develop recruitment announcements and broadcast on related channels.
• Lead the recruitment process together with the Organisational Director supporting all managers.

6. Personnel

• Prepare and organize Job offer letter, employee contract, job description…etc
• Ensure that all personnel files are completed, updated and in line with labor law.
• Ensure proper calculation of leaves and absences.
• Ensure that an orientation program for the new employees is carried out.
• Make sure that all legal documents are signed for the departing personnel.
• Ensure personnel database, organizational charts, and monthly regional HR reports are updated.
• Make sure that the HR information system is running smoothly.
• Help in organizing, developing and reporting in Employee Satisfaction Survey.
• Support the Organisational Director in the rollout of the “Learning and Development” programme for all team, mainly focusing on training schedules and timelines.

7. Diversity & Inclusion (D&I)

• Lead with the support of the leadership team the practical implementation of Justice, Safety and Diversity (JSD) initiatives at GP MENA.
• Develop D&I action plan for the office.
• Train the Management team and staff about best D&I practices.
• Provides support, “D&I lens” to all local Greenpeace units on D&I related matters such as recruitment, onboarding, training, communication, social media, supporter journey, campaign design, actions & operations.
• Conduct D&I surveys. 

8. Global interactions

• Work with Greenpeace International and various NRO’s related to all EDs/Board systems in place.
• Work with the global HR community with the guidance of the Organisational Director to standardise the systems in place by GP MENA.
• Work with the Diversity & Inclusion group for developing new policies/procedures and systems for the implementation of the JSD initiative.

C. Recruitment Qualifications

Skills:

• Ability to coordinate, evaluate and investigate.
• Experience in personnel administration.
• Up-to-date knowledge of legal and tax requirements for the salary and benefits administration.
• Excellent communication and interpersonal skills.
• Proficiency in both spoken and written English including accounting and legal terms.
• Accurate, proactive, people oriented and able to work under pressure.
• Ability and temperament to work with sensitive information.
• Ability to keep records and files and provides information correctly and concisely, orally and in writing.
• Knowledge of modern office procedures and office software.
• Ability to work independently confidential tasks, compose effective correspondence.
• Experience with management information systems.
• Experience with budget monitoring.
• Experience in Project management, coordination, and logistical skills.

Competencies:

• Proactive approach, and experience working in a fast-paced environment with multiple priorities. 
• Ability to think, plan and organize under pressure and to set deadlines.
• Strong interpersonal skills: a confident communicator, able to exercise influence, discretion and confidentiality as needed.
• Relationship building: able to build and manage relationships with other departments and within the organization.
• Commitment to Greenpeace’s core values in response to environmental and peace issues through non-violent direct action-led campaigning in line with its mission.

D. Work environment

Works in a standard office environment.