United Arab Emirates: Office Manager HR Support

Organization: Médecins Sans Frontières
Country: United Arab Emirates
Closing date: 16 Jan 2017

JOB TITLE Office Manager/Reception

DUTY STATION Dubai

REPORTING TO Head of HR & Administration

OBJECTIVE The office manager/reception ensures smooth and efficient running of the MSF UAE Office in regards to office administration and reception, and some administrative HR support.

TASKS AND RESPONSIBILITIES

OFFICE ADMINISTRATION

  • Act as focal point with Dubai staff office requests or queries about office functioning (mobile phones, printer, server, wifi, kitchen, MSF stationary & office supplies, mail & phone systems, parking & security, etc.).
  • Liaise with the IT support company for any IT queries and needs at the Dubai Office, ensuring contract terms are adhered to and contract is assessed and renewed annually.
  • Coordinate office security procedures including safeguarding stock of all MSF keys (office & cupboards) , responsible follow-up system for signing out and return of all such material.
  • Coordinate and maintain the Office storage room and its content, in collaboration with relevant teams.
  • Maintain supplies of stationery and office supplies by pro-actively processing orders of all office stocks and kitchen supplies; generating stock lists, recording consumption.
  • Maintain the condition of the office and arrange for necessary repairs (printer, phone system, minor building repairs, etc)
  • Keep a record of newspaper subscriptions and payments in coordination with HR/Admin and Comms/Fundraising teams.
  • Maintain orderly system of filing all administrative documents and all official external correspondence, improving system as required for improved efficiency and retrieval of information when required.
  • Maintain booking system for videoconference facilities, meeting rooms, etc.
  • Organize meetings and take minutes when required
  • When needed, or upon request support Executive Director in preparation of any required documents.

RECEPTION

  • Ensure professional and welcoming reception of all visitors to the office. Understand and provide routine information within specified policies and procedures regarding MSF information to inquiries;
  • Answer the main telephone line, either responding to inquires or filtering and forwarding incoming calls. Facilitate office staff with outgoing calls or teleconferencing as required.
  • Manage the general office email address in a timely and professional manner, ensuring all inquiries are responded to or forwarded as appropriate within 1 working day.
  • Timely coordination and distribution of all mail via MSF mail pouch, post, local and international couriers.
  • Facilitate receipt of donations (monetary or otherwise) and coordinate with Donor Relations Support

HR SUPPORT

  • Support the on-boarding of new employees with administrative modalities (briefing schedules, business cards, health insurance addition/deletion, desk set up) .Coordinate with Contact local IT Outsource and Paris IT for new employee IT setup.
  • In charge of reading and responding to Arabic emails to our recruitmentuae@msf.org email address.
  • HR Administration support upon requests and needs from the HHRA.

OTHER ACTIVITIES

  • Participates in UAE monthly & quarterly meetings, and any team or department meetings upon request;
  • Works in close collaboration with and acts as backup for the Administrator-Operations Dubai;
  • Adhoc administrative support or other tasks may be delegated during times of low activity.
  • Remain flexible to shifting tasks according the fluidity of MSF activities or priorities.

REQUIREMENTS

  1. Fluent in English & Arabic (oral and written), including reasonable typing speed in English
  2. Proficient in MS Office Applications, especially Microsoft Word & Excel
  3. Minimum of 5 years experience in the UAE in office management
  4. Ability to work under pressure, handle multiple tasks, establish and follow priorities
  5. Highly organized, able to follow and improve systems
  6. Able to work independently with limited supervision
  7. Strong interpersonal, intercultural, and communication skills, and able to represent MSF in an appropriate manner
  8. Pro-active and resourceful, results oriented
  9. Collaborative, constructive, team oriented
  10. Good oral and written communication skills
  11. Accurate and attentive to detail
  12. Flexible work approach

Special Notes:

This Job Description is only a summary of the typical functions of this position and not an exhaustive or comprehensive list of all possible job responsibilities and duties. Accordingly, the responsibilities and duties of the job holder might differ from those outlined in this Job Description and the other duties, as assigned, might be part of the job due to the organizational and operational needs.

How to apply:

Please submit your letter of motivation and updated CV by 16th of January
to recruitmentuae@msf.org,

noting your NAME with VACOMHR-0117 in the subject field.

Kindly note ONLY shortlisted applicants will be contacted.

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, exclusion from healthcare and natural disasters. MSF offers assistance to people based on need and irrespective of race, religion, gender or political affiliation. When MSF witnesses serious acts of violence, neglected crises, or obstructions to its activities, the organization may speak out about this. For further information please visit www.msf-me.org**

United Arab Emirates: HR Manager (French Fluency Required)

Organization: International NGO Safety Organisation
Country: United Arab Emirates
Closing date: 31 Jan 2017

Organisation Background

The International NGO Safety Organisation (INSO) is a British charity that supports the safety of aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services including real-time incident tracking, analytical reports, safety related data and mapping, crisis management support, staff orientations and training.

INSO services help NGOs with their day-to-day risk management responsibilities and improve their overall situational awareness to support evidence-based humanitarian access decisions.

Founded in 2011, the International NGO Safety Organisation has grown from innovative start-up to become a globally recognised charity and a highly valued component in the humanitarian safety coordination system. With operations in 11 countries, INSO has revolutionized the humanitarian safety coordination sector by introducing a robust and high quality field safety platform model that has been deployed in some of the world’s most high-risk settings.

The strong focus on humanitarian principles and exclusive NGO-only membership criteria have meant that INSO is now accepted as a standard component of modern humanitarian response offering independent frontline reporting and coordination services that save lives, strengthen operational practice and enable humanitarian access

Today the organisation provides daily support to more than 1000 NGOs in eleven of the world’s most insecure countries and has earned a strong reputation for performance, principles & professionalism.

We support a community of humanitarian professionals by gathering information, providing vital coordination, and presenting advice to those who need it most, enabling its members and those of the wider humanitarian community to better understand the environment in which they operate. INSO directly assists humanitarians to reach further and provide sustainable life-saving aid in situations that are often complex and occasionally dangerous.

As we continue to grow in organisational size and complexity, we are seeking a qualified and experienced HR professional with fluency in both French and English to join our Operations Support Office (OSO) in Dubai, United Arab Emirates as a HR Manager with occasional travels to our country offices.

Job Summary:

This is a very exciting opportunity to help build a global humanitarian initiative from the ground and will suit highly motivated HR professional driven by creativity and looking into specializing in recruitment.

The HR Manager will be responsible for selection and on-boarding top talent for mid to senior level international positions within the organisation, as well as providing guidance and back-up support to Country Offices in selection and on-boarding of national staff as need may arise.

S/he will initiate and implement recruitment strategies to increase our talent pool and pipelines in the 11 countries we operate in. He/she will provide input to ensure that we have relevant skills at all levels and to attract and retain talented candidates while responding to the changing needs of the organisation.

S/he will implement industry “best practices” that ensure the timely selection of skilled staff and recruit in support of our organisational culture, while contributing to our position as an employer of choice.

The ideal candidate will share our view that ‘your job is a reflection of who you are’ and will be experienced in aligning applicant and organisational strategic objectives and core values.

S/he will have experience in NGO recruitment and will be a real ‘people person’ looking to get involved in rewarding work alongside like-minded colleagues in a friendly and creative environment.

The position will report to Director of Human Resources.

Major Responsibilities:

  • In coordination with the Director of Human Resources, oversee recruitment efforts for mid-senior level international positions and work closely with senior/executive leadership as well as the country office leadership/team.
  • Establish, develop and implement recruitment strategies to maintain a candidate pool and pipelines of former employees and pre-screened applicant in support of international recruitment within the organization
  • In collaboration with unit/departmental heads, assist in promoting INSO as an employer of choice by attending technical events and conferences, leveraging social media, job boards and career fairs as appropriate.
  • Partner with Director of Human Resources and Country Office leadership in workforce planning to determine future recruitment needs within the organization
  • Provide technical assistance and advice to Country Office on recruitment best practices
  • Work closely with Director of Human Resources to find creative solutions to day to day recruiting challenges and ensure timeliness and efficiency throughout the recruitment process.
  • Oversee development and implementation of standardised Recruitment Procedures at all levels (national and international)
  • Lead the development and updating of standardised Job Descriptions and TOR for all staff positions
  • Develop innovative sourcing solutions and strategies to identify, attract and retain the targeted employee profile
  • Execute full lifecycle talent acquisition activities for assigned positions including but not limited to:
    • Develop and post vacancy announcements
    • Respond to vacancy queries
    • Screen applications for required criteria and develop shortlists for interview
    • Coordinate communications with candidates (application materials, written test, writing samples, etc.)
    • Conduct reference checks, prepare offers of employment, contract of employment and other new hire documents
    • Prepare and maintain recruitment audit files
  • Track and identify cutting edge trends and best practices in global recruitment practices.
  • Coordinate with heads of unit/department/country offices on employee deployment, onboarding and training
  • Oversee exit/change management procedures to ensure positive transition for departing/transferring employees including re-deployments and exit interviews
  • Assist in the further improvement of recruitment regulations and procedures and identify gaps
  • Coordinate regular employee surveys to develop key Indicators (satisfaction, performance, etc.)
  • Contribute recruitment data and news to the Employee Portal and HR newsletter to improve organisation-wide communications and visibility.
  • Establish and maintain a principled, transparent, communicative and creative recruitment atmosphere.
  • Provide back-up support to other country offices as deemed necessary and other related duties as assigned from time to time by the Director of Human Resources.
  • Hold fort for the Director of Human Resources in their absence.

Mandatory Requirements:

  • Fluency in French and English are a must have
  • Graduate (BA/BS) level of education in HR, social sciences, international development, etc.
  • At least 2 years recruiting international staff within the NGO sector
  • A demonstrable understanding of the specific criteria/characteristics required in NGO recruiting
  • Extensive experience of conducting phone, skype or in person interviews with NGO job applicants
  • Demonstrable understanding of, and commitment to, humanitarian principles and ethics
  • Ability to travel occasionally to any INSO field site (insecure locations)

Preferred Characteristics:

  • Post-graduate level of education in HR, social sciences, international development, etc.
  • SHRM or equivalent accredited member
  • Any specialized qualification in HR
  • Existing knowledge of INSO and its mission
  • Existing recruitment professional and social media networks
  • Knowledge of donor regulations (USAID, etc.) for hiring personnel
  • Mature, outgoing and pro-active personality with advanced ‘people skills’

Terms & Conditions: Based in Dubai, UAE / Unaccompanied / Basic €4,500 pm / Housing €1,500 pm / Full Residency Visa / Global & Local Medical Insurance / AD&D Life Insurance / 2 days paid leave pm / No school costs / No Pension. not applicable if already UAE resident

How to apply:

Interested candidates with fluency in French and English are requested to the send the following to: jobs@ngosafety.org and use the words "HR Manager" as a reference on the subject line of your email.

  • Cover letter expressing your motivation, addressing the mandatory skills and competencies and highlighting any preferred skills/competencies.
  • Up to date CV (maximum 5 pages)

Please do not attach any other documents – such as copies of your passport or educational/professional certificates. Keep the overall size of your application under 3MB. Please note we will only short listed and contact applicants with fluency in French and English .